Financial Role Handbook - Core-CT
COMBINED FINANCIALS
ROLE ASSESSMENT HANDBOOK
March 2018
Table of Contents
Introduction 7
Role Descriptions 7
Assigning Roles 7
Understanding a Role Description 8
Agency General Ledger 9
General Ledger roles are up to date as of March 13, 21017 9
Agency Allocation Processor (ITD Use Only) 9
CT Agency GL Approver 9
Agency GL Reviewer 10
Agency GL Systems Technical Resource 10
Fiscal Administrative Reviewer 11
Central General Ledger 12
General Ledger roles are up to date as of March 13, 2017 12
CT Central Budget (OSC only) 12
CT Central COA Approver (OSC Only) 12
CT Central COA Reviewer (OPM and OSC only) 12
Central GL Approver (OSC only) 13
Central GL Reviewer (OSC, OPM, OLM, OTT only) 13
Central GL Systems Technical Resource (OSC only) 14
Central GL Report Maker (DAS, OLM, OPM, OSC, OTT only) 14
Central Open Period Maintenance (OSC Only) 15
CT Central SID Approver (OSC only) 15
Executive Financial Officer – OPM 15
Agency Accounts Receivable / Billing 16
Accounts Receivable / Billing roles are up to date as of October 7, 2009 16
Agency AR Configurator 16
Agency Manual Reconciliation Processor (DMV Lockbox Only) 16
Receivable Viewer (AR Viewer / CT Report Maker) 16
Receivable Processor 17
Receivable Processor DRS (DRS Only) 18
Receivable Processor Manual (DEP, DMV, DOL, DOT, TRB Only) 18
Billing Processor 19
Billing Processor DOC (DOC ONLY) 19
Billing Viewer (Billing Viewer / Report Maker) 20
Overdue Charge Processor 20
Central Accounts Receivable 20
Accounts Receivable / Billing roles are up to date as of November 23, 2016 20
Central AR Configurator (OSC only) 20
Central AR Systems Technical Resource (OSC only) 21
Central Reconciliation Supervisor (OSC & OTT Only) 21
Receivable Processor HCM (OSC Only) 22
Agency Requisitioning & Purchasing 23
eProcurement Requisitioning roles were updated as of March 26, 2018. 23
Purchasing roles are up to date as of March 26, 2018 23
Cancel Purchase Orders 23
Cancel Requisitions 23
Casual Receiver 23
Contract Approver 24
Contract Closer 24
Contract Creator 24
Contract Holder 24
Delete Requisitions 25
General Buyer 25
General Receiver 26
Program Buyer 27
Purchase Order Amount Approver 1 27
Purchase Order Amount Approver 2 27
Purchase Order Budget Approver 28
Purchase Order Closer 28
Purchasing Error Processor 28
Purchasing Module Report Maker 29
Purchasing Module Viewer 29
Receiving Inspector 29
Requester 30
Requisition Amount Approver 1 31
Requisition Amount Approver 2 31
Requisition Amount Approver 3 31
Requisition Amount Approver 4 32
Requisition Budget Approver 32
Requisition Closer 32
Requisition Purchasing Approver 33
Catalog Viewer 33
Item Processor Viewer 33
Agency Supplier Contracts user 34
Agency Supplier Contracts viewer 34
Agency Supplier Contracts report maker 34
Agency budget workbook budget approver 35
Agency budget workbook budget processor 35
Agency budget workbook budget viewer 35
central budget workbook ucoa administrator (opm only) 35
external supplier contracts collaborate (external use only) 36
external supplier budget workbook budget user (external use only) 36
Central Purchasing 36
Purchasing roles are up to date as of March 13, 2017 36
Catalog Administrator (Core-CT only) 36
Central PO Configurator (Core-CT only) 37
Central PO Systems Technical Resource (Core-CT only) 38
Corporate Template Creator (DAS, Core-CT only) 38
Enterprise Catalog Manager (Core-CT only) 39
Item Corrector (Core-CT only) 39
Item Approver (Core-CT only) 40
Partner (Core-CT only) 40
Partner Administrator (Core-CT only) 40
Partner Analyst (DAS, Core-CT only) 40
Partner Catalog Manager (Core-CT only) 41
Partner Manager (Core-CT only) 41
Partner Service Approver (Core-CT only) 41
Purchase Order Amount Approver 3 (OSC Only) 41
Purchasing Interface Processor (DAS, Core-CT only) 42
Requisition Amount Approver 5 (OSC Only) 42
Taxonomy Manager (Core-CT only) 43
eProcurement Requisition 44
eProcurement roles are up to date as of March 26, 2018 44
Cancel Requisitions 44
Casual Receiver 44
Catalog Viewer 45
Central Agency Procurement Card (P-Card) Report Viewer* 45
Procurement Card (P-Card) Central Office Administrator (DAS Only)* 45
Agency Service Approver 48
OPM Budget Approver 1 (OPM only) 48
OPM Budget Approver 2 (OPM only) 48
OPM FINAL Approver (OPM only) 48
PSA_POS Requester 48
Agency psa_pos Submitter 48
Contract Approver 48
Contract Creator 48
Corporate Template Creator (DAS, Core-CT only) 48
CT ePro Administrator CORE-10 (Core-CT only) 48
DAS Approver 1 (DAS only) 49
General Receiver 49
ITD APPROVER 1 (DAS only) 50
ITD APPROVER 2 (DAS only) 50
Multi Requester 51
Procurement Card (P-Card) Reconciler 51
Procurement Card (P-Card) Approver 52
Procurement Card (P-Card) Coordinator 52
Product Schedule Update Approver (DAS Only) 53
Req/Bid Cntrc Creator (DAS Only) 53
Requester 54
TSR APPROVER (DAS only) 54
TSR Requester 55
Requisition Adhoc Approver (DAS only) 55
Requisition Amount Approver 1 56
Requisition Amount Approver 2 56
Requisition Amount Approver 3 56
Requisition Amount Approver 4 57
Requisition Amount Approver 5 (OSC Only) 57
Requisition Obligation Approver (OSC Only) 57
Requisition Budget Approver 58
Requisition Closer 58
Requisition Purchasing Approver 59
Agency Accounts Payable 60
Accounts Payable roles are up to date as of June 1, 2008 60
Accounts Payable Reviewer 60
Adjustment Voucher Processor 60
Agency AP Systems Technical Resource 61
Alternate Approver 61
AP Report Maker 61
Budget Check Processor 62
Interface Error Handler – DRS & Treasurer 62
Journal Voucher Processor 62
Match Processor 62
Template Voucher Processor 63
Voucher Approver 63
Voucher Maintenance Processor 63
Voucher Processor 64
Voucher Viewer 64
Voucher XML Upload 65
Vendor Supplier Application Admin (OSC APD Staff Only) 65
CT Vendor SS Payables User (CT State Vendors Only) 65
Central Accounts Payable 66
Accounts Payable roles are up to date as of July 27, 2015 66
Central 1099 Processor (OSC only) 66
Central AP Viewer (DAS, OLM, OPM, OSC, OTT only) 66
Central Archiver (OSC only) 67
Central AP Configurator (OSC only) 67
Central AP Systems Technical Resource (OSC only) 68
Central Express Check Processor (OSC, OTT only) 68
Central Offset Processor (OSC, DRS only) 69
Central Check Administrator Processor (OSC, OTT Only) 69
Central Pay Cycle Approver – OTT 70
Central Payment Handler – OSC 70
Central Payment Report Inquirer (OSC, OTT, OPM only) 70
Central Payment Reviewer (OSC only) 71
Central Payment Warrant Report Processor (OSC, OTT only) 71
CNTRL VENDOR APPROVER (CA): 72
Central Vendor Approver (OSC only) 72
Central Vendor Processor (OSC only) 73
Central Inactive Vendors 73
Asset Management 74
Asset Management roles are up to date as of February 28, 2017 74
Agency Asset Physical Inventory Scanner 74
Agency Asset Processor 75
Agency Financial Asset Processor 76
Agency Asset Physical Inventory Processor 76
Agency Asset Management Viewer / Report Maker 77
Central Asset Management 77
Asset Management roles are up to date as of July 15, 2010 77
Central Asset Processor (OSC only) 77
Agency Inventory 78
Inventory roles are up to date as of May 26, 2015 78
Agency Inventory Processor 78
Agency Inventory Reviewer 79
Agency Inventory Adjuster 79
Agency Inventory MSR Creator 80
Agency Inventory MSR Processor 80
Agency Inventory MSR Approver 81
Agency Inventory Express Issuer 81
Agency Financial Inventory Processor 82
DOT MIN/MAX REPORTER 82
Central Inventory 83
Inventory roles are up to date as of November 25, 2009. 83
Central Inventory Financial Processor (OSC Only) 83
Customer Contracts 84
Customer Contracts roles are up to date as of June 1, 2008 84
Agency CA Change Bill Status 84
Agency CA DOT FHWA Billing 84
Agency CA DOT Processor 84
Agency CA Processor 85
Agency CA Viewer and Report Maker 85
Project Costing 86
Project Costing roles are up to date as of June 1, 2008 86
Agency PC Asset Specialist 86
Agency PC Configurator 86
Agency PC DOT Configuration 87
Agency PC DOT Division Head 87
Agency PC DOT Financial Administrator 87
Agency PC DOT Page 88
Agency PC DOT Planning Director 88
Agency PC DOT Project Manager 88
Agency PC DOT Project Specialist 89
Agency PC DOT Unit Head 89
Agency PC DOT Viewer and Report Maker 89
Agency PC Processor 90
Agency PC Upload 90
Agency PC Viewer and Report Maker 91
Agency PC Tree Viewer 91
Grants 93
Grants management central configuration (osc only) 91
Grants management Agency configuration 91
Grants management Agency approver 91
Grants management Agency Processor 91
Grants management Agency viewer 89
Cross Functional 93
Cross Functional roles are up to date as of October 16, 2015 93
Agency Financials Security Liaison 93
Agency Refund Vendor Approver (OTTIU Staff Only) 94
CT Security Liaison 94
CO-1092 Security Liaison 95
CO-1092 Approving Manager 95
Agency Vendor Viewer 95
Auditor of Public Accounts Viewer 95
Auditor of Public Accounts Technical Viewer 96
DSS Medicade Auditor (DSS Only) 96
Central Bank Reconciliation Analyst – AR/AP (OSC & OTT Only) 97
Speedchart Maintainer 97
Vendor Report Maker 98
Agency One Time Vendor Processor 98
Agency One Time Vendor Approver 98
EPM Only 99
EPM roles are updated as of July 10, 2013 99
EPM Private 99
EPM Public 99
EPM HR Budget Reporting 99
EPM Internal Service (Revolving) Fund Reporting (‘S1’ Business Units – DAS, ITD, DOC, OSC) 100
Introduction
This handbook describes the Core-CT Financials Roles. These roles are cross-agency or function specific. Multiple roles may, and in many cases should be assigned to an individual employee. Roles DO NOT reflect job titles.
Role Descriptions
Role descriptions are a summary of the individual tasks outlined in each business process. The role descriptions in the handbook identify the major tasks assigned to the role from an agency’s perspective, as well as the interactions with other roles that are critical to completing a business process. This handbook covers both Line Agency and Central Agency Roles.
Roles listed in this handbook are in the same order as the roles on the CO-1092 (Application Security Request Form). Please refer to the Security Liaison guide for information about assigning roles and segregation of duties.
Assigning Roles
The Agency Security Liaison works with the unit supervisor to determine the role access the user should have. Employees may perform one or more roles, based on your agency’s organizational structure. In addition, more than one employee may perform a role within your agency. In determining the role access, the security liaison and the unit supervisor should be aware of separation of duties issues. Verify that the appropriate levels of review and approval exist. The agency completes the CO-1092 (sections 1, 2, 3, 4, Financials Roles section and/or HRMS Roles section).
The Security Liaison should be acquainted with the roles in the role handbook. The Help Desk (622-2300) is prepared to answer questions about specific roles.
Understanding a Role Description
[pic]
Common Name – This is the name that the role is generally called by Security Liaisons and others who work Core-CT security.
Role Name – This is the role name as it appears in the security section of PeopleTools. The Agency Security Liaison can review this information by navigating to (FIN, HRMS, or EPM) PeopleTools > Security > Permissions & Roles > Roles and entering the Role Name. The Liaison can see a description of the role, the Permissions associated with the role, and a list of users who have that role. Note: The Members tab (users who have a role) will display the first 10 UserIDs. To find the roles for your Business Unit you may 1) Sort the list by clicking on the [pic] link and then scrolling through until you find your business unit or 2) click the [pic] icon to download a maximum of 1000 members to Excel where you can perform a similar sort as in step 1. The Members tab will only display the first 1000 members.
Role Overview – This is a brief description of how the role is to be used and the restrictions placed upon the role.
Permissions – Permissions describe the page access a role has. This information is used primarily by the Help Desk and Core-CT functional staff to review role access and abilities.
Role Tasks – Based on the Permissions, these are the tasks that a user can perform if they have this role.
Agency General Ledger
General Ledger roles are up to date as of March 13, 21017
Agency Allocation Processor (ITD Use Only)
CT AGY ALLOCATION PROC
Last Revised August 12, 2014
|Required for agency (presently ITD only) staff to configure and |Tasks: |
|run Allocations. This role only has access to the Allocation | |
|pages and CANNOT be combined with any other Roles. Requires |View or update allocations |
|special permission from OSC/BFA for allocation configuration and |Run the allocation process |
|processing. |Run the Receipt Accrual Allocations Report. |
| | |
|Permissions | |
| | |
|CTAGYALLOCATIONPROC | |
|CTPROCESSMONITOR | |
|CTREPORTMANAGER | |
CT Agency GL Approver
CT AGY GL APPROVER
Last Revised March 13, 2017
|Main responsibility is the review of financial information in the|Tasks: |
|Core-CT General Ledger (GL) system. | |
| |Creates and uploads GL journal entries using the spreadsheet |
|Runs reports and inquiries on both GL and Commitment Control |upload tool |
|data. |Enters and edits journal entries online. |
| |Inquires on journals and budget ledgers |
|Also, able to enter and/or upload GL journal entries into |Reviews Commitment Control budgets and transactions in budget |
|Core-CT. |exception |
| |Reviews Journal/Ledger Data |
|Permissions |Runs General Ledger Reports |
|CTAGYGLAPVR |Runs Commitment Control Reports |
|CTAGYGLRVWR |Runs Chartfield Reports |
|CTPROCESSMONITOR |Receives Bursted GL and Commitment Control Reports |
|CTPROCESSMONITOR1 |Requests Chartfields |
|CTREPORTMANAGER | |
Agency GL Reviewer
CT AGY GL REVIEWER
Last Revised March 13, 2017
|Main responsibility is the review of financial information in the|Tasks: |
|Core-CT General Ledger (GL) system. | |
| |Inquires on journals and budget ledgers |
|Runs reports and inquiries on both GL and Commitment Control |Reviews Commitment Control budgets and transactions in budget |
|data. |exception |
| |Reviews Journal/Ledger Data |
|Permissions |Runs General Ledger Reports |
|CTAGYGLRVWR |Runs Commitment Control Reports |
|CTPROCESSMONITOR |Runs Chartfield Reports |
|CTREPORTMANAGER |Requests Chartfields |
Agency GL Systems Technical Resource
CT AGY GL SYS TECH RESOURCE
Last Revised March 13, 2017
|Mainly responsible for executing the Agency’s Spreadsheet Upload |Tasks: |
|process and/or entering Agency journal entries online. | |
| |Creates and uploads GL journal entries using the spreadsheet |
|Runs reports and inquiries on both GL and Commitment Control |upload tool |
|data. |Enters and edits GL journal entries online. |
| |Inquires on journals and budget ledgers |
|Permissions |Reviews Commitment Control budgets and transactions in budget |
|CTAGYGLRVWR |exception |
|CTAGYGLSYSTECHRSRC |Reviews Journal/Ledger Data |
|CTNVISIONALL |Runs General Ledger Reports |
|CTPROCESSMONITOR |Runs Commitment Control Reports |
|CTREPORTMANAGER |Runs Chartfield Reports |
| |Runs CFSR Reports |
| |Can create and upload budget journals using the spreadsheet |
| |upload tool |
| |Requests Chartfields |
| | |
| | |
| | |
| | |
Fiscal Administrative Reviewer
CT FISCAL ADMIN REVIEWER
Last Revised March 13, 2017
|Responsible for creating and maintaining |Tasks: |
|agency and project budgets | |
| |Reviews Appropriation and Allotment budgets |
|Permissions |Contacts the Central Systems Technical Resource to communicate |
|CTAGYGLRVWR |necessary changes to their organization’s budget structure |
|CTFSCLADMINRVWR |Creates and maintains online Budget Journals |
|CTPROCESSMONITOR |Creates and maintains online Budget Transfers |
|CTREPORTMANAGER |Creates Spreadsheet Budget Journals via Microsoft Excel |
| |Posts agency Budget Journals |
| |Deletes selected Budget Journals and communicates deletions to |
| |their respective departments |
| |Inquires on Budgets |
| |Runs General Budget reports |
| |Requests Chartfields |
Central General Ledger
General Ledger roles are up to date as of March 13, 2017
CT Central Budget (OSC only)
CT CNTRL BUDGET
Last Revised October 28, 2016
|Permissions |Tasks: |
|CTCNTRLBUDGET |Post and unpost budget journals on all ledger groups, including |
| |appropriation, allotment, and bond ledgers |
| |Override budget exceptions on all ledger groups |
| |Bypass budget check on journal entries |
| |Inquire on all budget ledgers |
CT Central COA Approver (OSC Only)
CT CNTRL COA APPROVER
New March 13, 2017
|Role is for Central Chart of Accounts staff and the OSC users |Tasks: |
|that are responsible for approving and maintaining ChartFields in|Approve and maintain ChartFields in Core-CT |
|Core-CT. |Responsible for approving Project ID request forms and Payroll |
| |Account Code requests |
|Role requires a valid email address in Core-CT, as it will | |
|receive email as well as Fin Worklist items. Users must have a | |
|role with Fin Tree Manager access as well. | |
| | |
|Permissions | |
|CTCNTRLCOAAPPRVR | |
CT Central COA Reviewer (OPM and OSC only)
CT CNTRL COA REVIEWER
New March 13, 2017
|Role is for OPM Budget Analysts. It routes Program ChartField |Tasks: |
|requests to them via email and Fin Worklist. |Review Program ChartField requests |
| |View only access to see ChartField requests |
|Role requires a valid email address in Core-CT, as it will | |
|receive email as well as Fin Worklist items. Users should have a| |
|role with Fin Tree Viewer as well. | |
| | |
|Permissions | |
|CTCNTRLCOARVWR | |
Central GL Approver (OSC only)
CT CNTRL GL APPROVER
Last Revised June 1, 2008
|Responsible for interpreting the State’s Budget Act and applying |Tasks: |
|that interpretation to the closing, continuing, and establishing | |
|of all the budgets (including actuals) |Maintains budgets |
| |Closes budgets |
|Permissions |Posts budget journals |
|CTCNTRLGLAPVR |Reviews budget activities including inquiries and reports |
|CTNVISIONPARTIAL |Reviews budget check exceptions |
|CTPROCESSMONITOR |Reviews journal and ledger data |
|CTREPORTMANAGER |Runs General Ledger reports |
| |Runs Commitment Control Reports |
| |Inquires on budgets |
| |Posts and unposts journals |
| |Overrides appropriation budgets |
| |Receives Bursted GL and Commitment Control ReportsExcel |
| |Deletes selected budgets |
| |Inquires on budgets |
| | |
Central GL Reviewer (OSC, OPM, OLM, OTT only)
CT CNTRL GL REVIEWER
Last Revised June 1, 2008
|Responsible for reviewing the reports and queries to determine if|Tasks: |
|adjustments need to be made | |
| |Creates and maintains budgets |
|Permissions |Posts control budget journals |
|CTCNTRLGLRVWR |Reviews budget activities including inquiries |
|CTNVISIONPARTIAL |Creates and processes GL journals |
|CTPROCESSMONITOR |Reviews journal and ledger data |
|CTREPORTMANAGER |Reviews budget check exceptions |
| |Runs General Ledger reports |
| |Runs Commitment Control Reports |
Central GL Systems Technical Resource (OSC only)
CT CNTRL GL SYS TECH RESOURCE
Last Revised June 1, 2008
|Responsible for configuration and maintenance of General Ledger |Tasks: |
|business unit, chartfields, allocations, average daily balance | |
|processing. |Performs year end close |
| |Imports GL journals |
|Responsible for maintaining closing rules and value sets. Closes |Defines ADB definitions and processes Runs ADB reports |
|actuals and budgets for fiscal year-end. |Sets up and performs allocations Runs allocation reports |
| |Sets up GL definitions, open periods and process date |
|Permissions |Defines ChartField values and value sets Defines account types |
|CTAGYGLRVWR |Sets up combination editing and Definitions. Processes the |
|CTCNTRLGLSYSTECHRSRC |combination edit process and initiates the transmission of HR |
|CTNVISIONALL |Account Codes |
|CTPROCESSMONITOR |Monitors the Journal Generator process to ensure that a voucher |
|CTQUERYMANAGER |can be generated to the GL |
|CTREPORTMANAGER |Runs General Ledger reports |
|CTTREEMANAGER |Runs Commitment Control Reports |
Central GL Report Maker (DAS, OLM, OPM, OSC, OTT only)
CT CNTRL GL REPORT MAKER
Last Revised June 1, 2008
|Responsible for using Core-CT delivered inquiries and reports to |Tasks: |
|satisfy the varied business needs of the agency | |
| |Runs central agency general ledger reports |
|Permissions |Runs the CFSR and other nVision reports |
|CTCNTRLGLRPTMKR | |
|CTNVISIONALL | |
|CTPROCESSMONITOR | |
|CTREPORTMANAGER | |
Central Open Period Maintenance (OSC Only)
CT CNTRL OPEN PERIOD MAINT
Revised September 1, 2011
|This role is desigated for Central Accounting staff responsible |Tasks: |
|for maintaing the open periods for Accounts Payable, Accounts | |
|Receivable, Billing, and General Ledger. Users with this role |Open/Close Accounting Periods |
|must also be able to run queries regarding the status of open |Run the voucher push process |
|documents prior to closing periods. This role also has access to|Run Financial Queries |
|run two custom SQR processes related to closing Accounts Payable | |
|and updating vouchers. These are specifically batch processes | |
|that must be run off hours. CT CNTRL OPEN PERIOD MAINT has | |
|access to schedule them as a backup. | |
| | |
|Permissions | |
| | |
|CTCNTRLOPENPERIODMAINT | |
|CTQUERYVIEWER | |
CT Central SID Approver (OSC only)
CT CNTRL SID APPROVER
New March 13, 2017
|Role is for Central Chart of Accounts staff and the OSC users |Tasks: |
|that are responsible for approving and maintaining Special ID |Responsible for approving and maintaining Special ID (SID) in |
|(SID) in Core-CT. SID ChartField Requests are routed to this role|Core-CT |
|for final approval, after they are approved by the CT CNTRL COA | |
|APPROVER. | |
| | |
|Role requires a valid email address in Core-CT, as it will | |
|receive email as well as Fin Worklist items. These users must | |
|have a role with Fin Tree Manager access as well. | |
| | |
|Permissions | |
|CTCNTRLSIDAPPRVR | |
Executive Financial Officer – OPM
CT CNTRL OPM EXEC FNCL OFFICER
Last Revised June 1, 2008
|Responsible to review and approve, amend or reject all budget |Tasks: |
|requests of state agencies for financial systems and operations | |
|and take actions to remedy any deficiencies in such systems and |Change all agency level budget s(appropriations and allotments) |
|operations (CGS 4-70e) |Cancels purchase orders (dispatched but not paid) |
| |Deletes purchase orders (dispatched but not paid) |
|Permissions | |
|CTAGYGLRVWR | |
Agency Accounts Receivable / Billing
Accounts Receivable / Billing roles are up to date as of October 7, 2009
Agency AR Configurator
CT CNTRL AR CONFIGURATOR
Last Revised October 7, 2009
|Responsible for maintaining all configuration items related to AR|Tasks: |
|at the Agency level | |
| |Maintains configuration items pertaining to agency users |
|Permissions |Maintains configuration items for Credit Analyst |
|CTCNTRLARCONFIGURATOR | |
Agency Manual Reconciliation Processor (DMV Lockbox Only)
CT AGY MANUAL RECON PROCESSOR
Last Revised October 7, 2009
|Responsible for processing bank transactions |Tasks: |
| | |
|Permissions |Generates reconciliation reports |
|CTAGYGLRVWR |Performs manual reconciliation for the DMV Lockbox account |
|CTAGYRECONPRCSR | |
|CTPROCESSMONITOR | |
|CTREPORTMANAGER | |
Receivable Viewer (AR Viewer / CT Report Maker)
CT RECEIVABLE VIEWER
Last Revised October 7, 2009
|Responsible for using Core-CT delivered inquiries and reports to |Tasks: |
|satisfy the varied business needs of the agency and for running | |
|AR reports |Runs AR reports |
| |Runs receivable inquiries to support business functions of the |
|Permissions |unit |
|CTAGYGLRVWR | |
|CTARRPTMKR | |
|CTPROCESSMONITOR | |
|CTRCVBLVWR | |
|CTREPORTMANAGER | |
| | |
Receivable Processor
CT RECEIVABLE PROCESSOR
Last Revised October 7, 2009
|Responsible for updating Deposit Payment information |Tasks: |
| | |
|Responsible for applying payments to customer Receivable Items |Reviews all deposits and identifies those to be Directly |
| |Journaled |
|This role includes: Accounting Approver, Account Processor, CT AR|Reviews payments applied to a customers’ receivable items |
|Report Maker, and CT Receivable Viewer |Views the accounting distributions for each receivable item |
| |Creates payment worksheets and applies the payments |
|Permissions |Saves the updated deposit record |
|CTACCTAPPRV |Verifies that all deposits made by the agency are accounted for |
|CTACCTPRCS |on the Pick List |
|CTAGYGLRVWR |Verifies that all deposits made are reflected on the bank |
|CTARRPTMKR |statements |
|CTPROCESSMONITOR |Adds and maintains customers |
|CTRCVBLAPVR |Identifies and corrects errors from the posting of pending items |
|CTRCVBLMAINTPRCSR |Enters accounting distributions for deposits marked for Direct |
|CTRCVBLPRCSR |Journaling |
|CTRCVBLVWR |Completes the Direct Journal Payments process, creating the |
| |accounting distribution |
| |Identifies items deemed uncollectible or that should be adjusted,|
| |per agreement with the customer |
| |View and update conversations |
| |Creates the Maintenance or Transfer Worksheets |
| |Creates and maintain the Maintenance or Transfer Worksheets |
| |Identifies and corrects errors from the posting of maintenance |
| |worksheets |
| |Maintains configuration items pertaining to agency users |
| |Maintains configuration items for Credit Analyst and Business |
| |Categories |
Receivable Processor DRS (DRS Only)
CT RECEIVABLE PROCESSOR DRS
Last Revised October 7, 2009
|Responsible for updating Deposit Payment information |Tasks: |
| | |
|Responsible for Item Maintenance |All of the tasks assigned to the CT Receivable Processor |
| |Maintain pending items |
|Responsible for applying payments to customer Receivable Items |Correct Errors from the Pending Item Interface |
| | |
|Permissions | |
|CTACCTAPPRV4 | |
|CTACCTPRCS4 | |
|CTAGYGLRVWR | |
|CTARRPTMKR | |
|CTPROCESSMONITOR | |
|CTRCVBLAPVR4 | |
|CTRCVBLMAINTPRCSR | |
|CTRCVBLPRCSR4 | |
|CTRCVBLVWR | |
Receivable Processor Manual (DEP, DMV, DOL, DOT, TRB Only)
CT RECEIVABLE PROCESSOR MANUAL
Last Revised October 7, 2009
|Responsible for adding and updating Deposit Payment information |Tasks: |
| | |
|Responsible for applying payments to customer Receivable Items |All of the tasks assigned to the CT Receivable Processor |
| |Add Deposits |
|Permissions | |
|CTACCTAPPRV | |
|CTACCTPRCS | |
|CTAGYGLRVWR | |
|CTARRPTMKR | |
|CTPROCESSMONITOR | |
|CTRCVBLAPVR | |
|CTRCVBLMAINTPRCSR | |
|CTRCVBLPRCSRMANUAL | |
|CTRCVBLVWR | |
Billing Processor
CT BILLING PROCESSOR
Last Revised October 7, 2009
|Responsible for creating and maintaining bills and customers |Tasks: |
| | |
|The individuals given this role should be in agreement with the |Enters and maintains bills online |
|individuals listed in Task 108, section C100, Billing Specialist |Adds and maintains customers |
| |Creates installment bills |
|This role includes the Billing Viewer/Report Maker role |Creates recurring bills |
| |Copies bills |
|Permissions |Adjusts an entire bill or bill line |
|CTBILLINGPROCESSOR |Prints pro-forma and finalized bills for consolidated and |
|CTPROCESSMONITOR |non-consolidated invoices |
| |Reviews billing information |
| |Monitors and corrects billing errors |
| |Views AR pending items |
| |Views GL headers and lines |
| |Creates and maintains customer statements |
| |Creates and maintains dunning letters |
| |Creates and maintains overdue charges |
| |Reviews Billing Interface transactions (interfacing agencies |
| |only) |
| |Updates and corrects Billing Interface errors (interfacing |
| |agencies only) |
| |Maintains Agency Billing configuration |
| |Corrects budget checking errors |
Billing Processor DOC (DOC ONLY)
CT BILLING PROCESSOR DOC
Last Revised October 7, 2009
|Responsible for creating and maintaining bills (except for |Tasks: |
|finalizing and printing them) and customers | |
| |All of the tasks assigned to the Billing Processor except, |
|The individuals given this role should be in agreement with the |finalizing and printing invoices |
|individuals listed in Task 108, section C100, Billing Specialist | |
| | |
|Permissions | |
|CTBILLINGPROCESSORDOC | |
|CTPROCESSMONITOR | |
| | |
Billing Viewer (Billing Viewer / Report Maker)
CT BILLING VIEWER
Last Revised October 7, 2009
|Responsible for using Core-CT delivered inquiries and reports to |Tasks: |
|satisfy the varied business needs of the agency | |
| |View Only access to Billing pages for review. |
|Permissions |Runs Billing reports |
|CTBILLINGVIEWER |Runs inquiries to support business functions of the unit |
|CTPROCESSMONITOR | |
Overdue Charge Processor
CT_F_A_OVERDUE_CHARGE_PRCSR
Last Revised October 7, 2009
|This role will be granted to the Billing Processors of agencies |Tasks: |
|who wish to utilize the Overdue Charge functionality. It gives | |
|the Billing Processor new navigational access in the Billing |Changes the status of a group of bills from “New” to “Ready”, or |
|Module to a process that changes the status of a large number of |another bill status as applicable. |
|bills at the same time through a variety of range selections. It |Runs Billing reports |
|creates a report identifying those bills that were updated. |Runs inquiries to support business functions of the unit |
| | |
|Permissions | |
|CT_F_A_OVERDUE_CHARGE_PRCSR | |
Central Accounts Receivable
Accounts Receivable / Billing roles are up to date as of November 23, 2016
Central AR Configurator (OSC only)
CT CNTRL AR CONFIGURATOR
Last Revised June 1, 2008
|Responsible for maintaining all configuration items related to |Tasks: |
|Accounts Receivable | |
| |Maintains configuration items/options pertaining specifically to |
|Permissions |the Accounts Receivable module |
|CTCNTRLARCONFIGURATOR |Maintains Customer configuration items |
| |Maintains Receivables options |
Central AR Systems Technical Resource (OSC only)
CT CNTRL AR SYS TECH RESOURCE
Last Revised June 1, 2008
|Responsible for RUNNING Accounts Receivable batch processes on an|Tasks: |
|exception basis | |
| |Runs Receivables Update process |
|Capable of running processes due to batch scheduling errors or |Runs Revenue Estimate process |
|when the need to expedite a process arises |Runs Budget Checking process for AR transactions |
| |Runs AR Revenue Reversal process |
|Able to verify the success or failure of processes after they |Runs Load Inter Agency Pending Items process |
|have run |Runs Bank Statement Load process |
| |Runs Schedule Inbound EC Agent process |
|Permissions |Runs Load Electronic Statement process |
|CTCNTRLARSYSTCHRSRC |Runs Banking Process Reconciliation process |
|CTPROCESSMONITOR |Runs Load Lockbox Files process |
|CTREPORTMANAGER |Runs Payment Interface process |
| |Runs Request Payment Predictor process |
| |Runs Request Aging process |
| |Runs Archive Items process |
| |Runs Archive Payments process |
| |Runs Archive Pending Items process |
Central Reconciliation Supervisor (OSC & OTT Only)
CT CNTRL RECON SUPERVISOR
Last Revised June 1, 2008
|Responsible for overseeing the reconciliation of Treasury bank |Tasks: |
|accounts | |
| |Runs queries and reports on the reconciliation of individual |
|Permissions |accounts |
|CTCNTRLRCNSPVSR |Reviews the status of bank reconciliations |
|CTPROCESSMONITOR |Bank and Bank Account configuration changes and updates |
|CTQUERYVIEWER |GL reporting and inquiries for cash |
Receivable Processor HCM (OSC Only)
CT RECEIVABLE PROCESSOR HCM
Last Revised November 15, 2016
|Responsible for updating Deposit Payment information |Tasks: |
| | |
|Responsible for Item Maintenance |All of the tasks assigned to the CT Receivable Processor |
| |Create pending items for OSC Retirement and Pension related |
|Responsible for applying payments to customer Receivable Items |Business Units (MSOM1, OSCIP, RETFN) |
| | |
|Permissions | |
|CTACCTAPPRV4 | |
|CTACCTPRCS4 | |
|CTAGYGLRVWR | |
|CTARRPTMKR | |
|CTPROCESSMONITOR | |
|CTRCVBLAPVR4 | |
|CTRCVBLMAINTPRCSR | |
|CTRCVBLPRCSR4 | |
|CTRCVBLVWR | |
Agency Requisitioning & Purchasing
eProcurement Requisitioning roles were updated as of March 13, 2017.
Purchasing roles are up to date as of March 13, 2017
Cancel Purchase Orders
CT CANCEL PURCHASE ORDERS
Revised July 1, 2003
|Responsible for canceling Pos |Tasks: |
| | |
|Permissions: |Cancels POs |
|CTCANCELPO | |
|CTPOVWR | |
Cancel Requisitions
CT CANCEL REQUISITIONER
Revised July 1, 2003
|Responsible for canceling requisitions |Tasks: |
| | |
|Permissions: |Cancels requisitions |
|CTCANCELRQSTNR | |
|CTPOVWR | |
Casual Receiver
CT CASUAL RECEIVER
Revised July 1, 2003
|Responsible for receiving goods in the system |Tasks: |
| | |
|Can only receive requisitions they created |In eProcurement, sees only the requisition he/she entered and can|
| |only receive against the requisition he/she entered |
|Permissions: |Receives, accepts or rejects shipping quantities |
|CTCASRCVR |Adds receiving header information |
|CTPOVWR |Views receipt line status detail |
| |Saves receipts |
| |Enters receipts activity |
| |Adds delivery details |
| |Adds comments to receipts |
| |Enters the Asset ID and Tag Number of the asset entered on the PO|
| |Receives the Inventory and verifies the Putaway Location and Unit|
| |of Measure or changes the Putaway Location or Unit of Measure as |
| |necessary |
Contract Approver
CT CONTRACT APPROVER
Revised July 1, 2003
|Responsible for approving contracts |Tasks: |
| | |
|Permissions |Approves contracts |
|CTCONTRACTAPVR |Rejects contracts |
|CTPOVWR |Cancels contracts |
Contract Closer
CT CONTRACT CLOSER
Revised July 1, 2003
|Responsible for closing contracts |Tasks: |
| | |
|Permissions |Closes contracts |
|CTCONTRACTCLSR | |
|CTPOVWR | |
Contract Creator
CT CONTRACT CREATOR
Revised July 1, 2003
|Responsible for creating contracts |Tasks: |
| | |
|Permissions |Creates contracts |
|CTAGYGLRVWR |Updates contracts |
|CTCONTRACTCRTR | |
|CTPOVWR | |
|CTPROCESSMONITOR | |
|CTREPORTMANAGER | |
Contract Holder
CT CONTRACT HOLDER
Revised July 1, 2003
|Responsible for holding contracts |Tasks: |
| | |
|Permissions |Holds contracts |
|CTCONTRACTHLDR | |
|CTPOVWR | |
Delete Requisitions
CT DELETE REQUISITIONER
Revised July 1, 2003
|Responsible for deleting requisitions |Tasks: |
| | |
|Permissions |Deletes requisitions |
|CTDELRQSTNR | |
|CTPOVWR | |
General Buyer
CT GENERAL BUYER
Revised March 13, 2017
|Responsible for the full range of purchasing activities of an |Tasks: |
|agency | |
| |Corrects purchasing authority |
|Permissions |Confirms orders |
|CTAGYGLRVWR |Processes requisitions to the appropriate next steps: RFQ, PO, |
|CTGENBUYER |standardization transaction. |
|CTPOVWR |Determines the source of the purchase and processes it as a |
|CTPROCESSMONITOR |requisition, RFQ, vendor contract, or online PO |
|CTREPORTMANAGER |Determines who can enter or reserve PO numbers for special |
|CTVCHRVWR |purposes (e.g. immediate buy from contract or emergency |
| |purchases) |
| |Determines if a PO will be paid utilizing P-Card. |
| |Adds, updates, or reviews PO header information and defaults |
| |Defines PO schedules and distributions |
| |Adds comments to POs |
| |Enters PO activities |
| |Saves POs |
| |Updates PO status |
| |Corrects POs |
| |Builds and dispatches a PO outside scheduled batch processing |
| |(when applicable) |
| |Defines the run control criteria for POs |
| |Creates PO Change Order |
| |Run Purge Stage Table process |
| |Starts RTV Reconciliation process |
| |Relates PO distribution lines to assets and assigns the correct |
| |profile to the asset. |
| |Enters the Inventory Business Unit on the PO Distribution lines. |
*For any given P-Card, a user may only have one role
General Receiver
CT GENERAL RECEIVER
Revised July 1, 2003
|Responsible for receiving, inspecting, and using the Return to |Tasks: |
|Vendor functionality | |
| |Selects the received PO |
|The General Receiver is distinguished from the Casual Receiver by|Reviews PO comments on the receipt lines and schedules |
|having access to the following: all transactions for their |Receives, accepts or rejects shipping quantities |
|business unit, inspection functionality, penalty assessment, and |Adds receiving header information |
|ChartField information |Views receipt line status detail |
| |Views PO default information |
|Permissions |Reviews and maintains accounting information for a receipt |
|CTGENRCVR |Saves receipts |
|CTPOVWR |Enters receipt activity and comments |
|CTPROCESSMONITOR |Enters receiving penalty details |
|CTREPORTMANAGER |Enters Return to Vendor header |
| |Enters Return to Vendor distribution |
| |Enters Return to Vendor comments |
| |Generates shipping documents (Return to vendor reports) |
| |Adds delivery details |
| |Adds comments to receipts |
| |Reconciles vendor returns |
| |Enters the asset ID and tag number of the asset entered on the PO|
| |Verifies the default putaway location on the receipt |
| |Selects the items for putaway to the Inventory Business Unit |
| |May override the default putaway location and unit of measure on |
| |the PO Receiver |
Program Buyer
CT PROGRAM BUYER
Revised March 13, 2017
|Responsible for contracting with POS/PSA , MOUs, Construction, |Tasks: |
|RLs, Rights of Way and Grant providers for agency run programs | |
| |Enters contracts |
|Permissions |Allows contract releases |
|CTAGYGLRVWR |Creates online POs |
|CTPOVWR |Denotes PO to be paid with P-Card, when appropriate |
|CTPRGRMBUYER |Creates PO change orders |
|CTPROCESSMONITOR |Relates PO Distribution lines to assets and assigns the correct |
|CTREPORTMANAGER |profiles to the asset. |
|CTVCHRVWR |Enters the Inventory Business Unit on the PO Distribution Lines |
*For any given P-Card, a user may only have one role
Purchase Order Amount Approver 1
PO Amount Reviewer 1
Revised July 1, 2003
|Responsible for approving POs for all amounts, authorized up to |Tasks: |
|$10,000 | |
| |Approves POs for all amounts, authorized up to $10,000 |
|Permissions |Rejects POs |
|CTAGYGLRVWR |Adds approval/rejection comments |
|CTPOAMTAPVR |Reviews Budget Status “Error” Link |
|CTPOVWR |Reviews the PO to determine if the items/services are appropriate|
| |and necessary for the State to purchase |
Purchase Order Amount Approver 2
PO Amount Reviewer 2
Revised July 1, 2003
|Responsible for approving POs over $10,000, authorized for an |Tasks: |
|infinite amount | |
| |Approves POs over $10,000, authorized for an infinite amount |
|Permissions |Rejects Pos |
|CTAGYGLRVWR |Reviews Budget Status “Error” Link |
|CTPOAMTAPVR |Adds approval/rejection comments |
|CTPOVWR |Reviews the PO to determine if the items/services are appropriate|
| |and necessary for the State to purchase |
Purchase Order Budget Approver
PO Budget Reviewer
Revised October 19, 2010
|Responsible for approving the purchase order and the budget |Tasks: |
|ChartField in workflow. The individual authorizing the commitment| |
|or expenditure must have a claims authorization card (CO-512) on |Approves POs |
|file in the Comptroller's Accounts Payable Division. |Rejects POs |
| |Adds approval/rejection comments |
|All POs are routed to this role for approval |Reviews the budget accounting strings and checks on available |
| |funds |
|Person’s name prints on PO |Overrides agency budget |
| |Corrects budget checking errors |
|Permissions |Run PO Rollover process if required |
|CTAGYGLRVWR |Runs Requisition and Budgetary Activity reports |
|CTPOBDGTAPVR | |
|CTPOERRORPRCSR | |
|CTPOVWR | |
|CTPROCESSMONITOR | |
Purchase Order Closer
CT PURCHASE ORDER CLOSER
Revised July 1, 2003
|Responsible for closing POs |Tasks: |
| | |
|Permissions |Closes POs |
|CTPOCLSR | |
|CTPOVWR | |
|CTPROCESSMONITOR | |
|CTREPORTMANAGER | |
Purchasing Error Processor
CT PURCHASING ERROR PROCESSOR
Revised July 1, 2003
|Responsible for reviewing errors and correcting them |Tasks: |
| | |
|Enters the staging tables and corrects errors |Reviews rows in error status between requisition to PO creation |
| |process |
|Permissions |Reviews and corrects staging table errors for requisition loader,|
|CTPOERRORPRCSR |sourcing POs, and contracts |
|CTPOVWR | |
|CTPROCESSMONITOR | |
|CTREPORTMANAGER | |
Purchasing Module Report Maker
CT PURCHASING REPORT MAKER
Revised March 13, 2017
|Responsible for running requisition reports |Tasks: |
| | |
|Permissions |Runs Requisition reports |
|CTPORPTMKR |Runs RFQ reports |
|CTPOVWR |Runs Purchase Order reports |
|CTPROCESSMONITOR |Runs Contract reports |
|CTREPORTMANAGER |Runs Receiving reports |
| |Runs Item reports |
| |Runs P-Card Reports |
*For any given P-Card, a user may only have one role
Purchasing Module Viewer
CT PURCHASING VIEWER
Revised March 13, 2017
|Responsible for viewing requisitions |Tasks: |
| | |
|Permissions |Views Requisitions - Does not have authority to enter |
|CTPOVWR |requisition, but can view the requisitions of others in their PO |
| |Business Unit |
| |Views RFQs |
| |Views Purchase Orders |
| |Views Contracts |
| |Views Receiving |
| |Views Items |
| |Views P-Card transactions |
*For any given P-Card, a user may only have one role
Receiving Inspector
CT RECEIVING INSPECTOR
Revised July 1, 2003
|Responsible for inspecting goods and services |Tasks: |
| | |
|Permissions |Places a hold status on receipts if goods or services require |
|CTPOVWR |inspection |
|CTRCVINSPCTR |Removes hold status from receipts |
| |Inspects goods |
| |Enters quantity inspected onto receipts |
| |Defines specific inspection instructions |
| |Takes samples of goods for analysis |
Requester
CT REQUESTER
Revised March 13, 2017
|Responsible for creating and maintaining requisitions |Tasks: |
| | |
|Permissions |Enters initial requisition information |
|CTPOVWR |Adds items to requisitions |
|CTREQUESTER |Copies requisitions |
|CTVCHRVWR |Edits requisitions |
| |Denotes requisition to be paid with P-Card, when appropriate |
| |Maintains a list of activities and due dates associated with the |
| |requisition |
| |Defines delivery schedules and ChartField distribution |
| |Changes defaults on requisitions |
| |Searches the item catalog |
| |Manages their favorite items to use in future requisitions |
| |Adds comments to requisitions |
| |Makes special requests for goods and services (order by |
| |description) |
| |Changes buyer on requisitions |
| |Creates, updates, and deletes personal item templates |
| |Saves requisitions |
| |Relates the requisition distribution lines to assets and assigns |
| |the correct profile to the asset |
| |Enters the Inventory Business Unit on the requisition |
| |distribution lines |
*For any given P-Card, a user may only have one role
Requisition Amount Approver 1
CT WF REQ AMT APPROVER 1
Revised July 1, 2003
|Responsible for approving requisitions for all amounts, |Tasks: |
|authorized up to $2,500 | |
| |Approves requisitions for all amounts, authorized up to $2,500 |
|Permissions |Rejects requisitions |
|CTAGYGLRVWR |Reviews Budget Status “Error” Link |
|CTPOVWR |Adds approval/rejection comments |
|CTREQAMTAPVR |Reviews the requisition to determine if the items/services are |
| |appropriate and necessary for the State to purchase |
| |Relates the requisition distribution lines to assets and assigns |
| |the correct profile to the asset |
| |Enters the Inventory Business Unit on the requisition |
| |distribution lines |
Requisition Amount Approver 2
CT WF REQ AMT APPROVER 2
Revised July 1, 2003
|Responsible for approving requisitions over $2,500, authorized up|Tasks: |
|to $10,000 | |
| |Approves requisitions over $2,500, authorized up to $10,000 |
|Permissions |Rejects requisitions |
|CTAGYGLRVWR |Reviews Budget Status “Error” Link |
|CTPOVWR |Adds approval/rejection comments |
|CTREQAMTAPVR |Reviews the requisition to determine if the items/services are |
| |appropriate and necessary for the State to purchase |
Requisition Amount Approver 3
CT WF REQ AMT APPROVER 3
Revised July 1, 2003
|Responsible for approving requisitions over $10,000, authorized |Tasks: |
|up to $1,000,000 | |
| |Approves requisitions over $10,000 authorized up to $1,000,000 |
|Permissions |Rejects requisitions |
|CTAGYGLRVWR |Reviews Budget Status “Error” Link |
|CTPOVWR |Adds approval/rejection comments |
|CTREQAMTAPVR |Reviews the requisition to determine if the items/services are |
| |appropriate and necessary for the State to purchase |
Requisition Amount Approver 4
CT WF REQ AMT APPROVER 4
Revised July 1, 2003
|Responsible for approving requisitions over $1,000,000, |Tasks: |
|authorized for an infinite amount | |
|(will always be the agency head or designee) |Approves requisitions over $1,000,000, authorized for an infinite|
| |amount |
|Permissions |Rejects requisitions |
|CTAGYGLRVWR |Reviews Budget Status “Error” Link |
|CTPOVWR |Adds approval/rejection comments |
|CTREQAMTAPVR |Reviews the requisition to determine if the items/services are |
| |appropriate and necessary for the State to purchase |
Requisition Budget Approver
CT WF REQ BUDGET APPROVER
Revised July 1, 2003
|Responsible for approving the budget information in the |Tasks: |
|requisition. | |
| |Approves requisitions |
|Permissions |Rejects requisitions |
|CTAGYGLRVWR |Adds approval/rejection comments |
|CTPOERRORPRCSR |Makes sure the requisition goes to the correct buyer |
|CTPOVWR |Reviews the budget accounting strings and checks on available |
|CTPROCESSMONITOR |funds |
|CTREQBGTAPVR |Overrides budget at agency level |
| |Corrects budget checking errors |
| |Run PO Rollover process if required |
| |Runs Requisition and Budgetary Activity reports |
Requisition Closer
CT REQUISITION CLOSER
Revised July 1, 2003
|Responsible for closing requisitions |Tasks: |
| | |
|Permissions |Closes requisitions |
|CTPOVWR | |
|CTPROCESSMONITOR | |
|CTREPORTMANAGER | |
|CTREQCLOSER | |
Requisition Purchasing Approver
CT WF REQ PURCH APPROVER
Revised January 22, 2015
|Responsible for verifying that all Procurement rules and |Tasks: |
|regulations are being followed and that all fields and | |
|information on the requisitions are ready to be sourced to a PO. |Approves requisitions |
|The individual authorizing the commitment or expenditure must |Rejects requisitions |
|have a claims authorization card (CO-512) on file in the |Reviews Budget Status “Error” Link |
|Comptroller's Accounts Payable Division. |Ensures the requisition distribution lines are coded for assets |
| |and assigned to the correct asset profile. |
|Responsible for reviewing requisition information and providing |Adds approval/rejection comments |
|final approval |Ensures all additional approvals have been obtained before giving|
| |their authorization as they represent the final approval step |
|Person’s name print’s on PO |Accesses requisitioning in the Purchasing module |
| |Ensures all part of PO Authority is correct (re: direct PO |
|Permissions |authority) |
|CTAGYGLRVWR | |
|CTPOVWR | |
|CTPROCESSMONITOR | |
|CTREPORTMANAGER | |
|CTREQPURCHAPVR | |
Catalog Viewer
CT CATALOG VIEWER
Revised March 26, 2018
|Responsible for viewing the item catalog. A person having this |Tasks: |
|role cannot be a Requester. The role is reserved for | |
|non-requesters who need to be able to view the catalog. |Look up items from catalog management |
| | |
|Cannot be combined with the CT PSA_POS REQUESTER role. | |
| | |
|Permissions | |
|CTPOVWR | |
|CTREQUESTER | |
|CTVCHRVWR | |
Item Processor Viewer
CT ITEM PROCESSOR VIEWER
Revised July 1, 2003
|Responsible for reviewing the detailed information of items in |Tasks: |
|the State Of Connecticut catalog. | |
| |View Define Item |
|Permissions |View Purchasing Attributes |
|CTITEMPRCSRVIEWER |View Units of Measure |
Agency Supplier Contracts Administrator
CT_F_A_SCMT_ADMIN
New March 26, 2018
|Agency power user responsible for maintaining the agency’s |Tasks: |
|contract library, authoring/maintaining supplier contract legal |Maintain agency contract library |
|documents, and updating agreements. |Author/maintain supplier contract legal documents |
| |Update agreements |
|Permissions | |
|CTFASCMTADMIN | |
Agency Supplier Contracts User
CT_F_A_SCMT_USER
New March 26, 2018
|Agency user who has the ability to author/maintain supplier |Tasks: |
|contract legal documents and update agreements. User does not |Author/maintain supplier contract legal documents |
|have the authority to maintain the agency’s contract library. |Update agreements |
| | |
|Cannot be combined with the CT_F_A_SCMT_ADMIN role. | |
| | |
|Permissions | |
|CTFASCMTUSER | |
Agency Supplier Contracts Viewer
CT_F_A_SCMT_VIEWER
New March 26, 2018
|Agency program and/or budget staff who require view-only access |Tasks: |
|to Supplier Contract Management legal documents. |View supplier contract legal documents |
| | |
|Permissions | |
|CTFASCMTVIEWER | |
Agency Supplier Contracts Report Maker
CT_F_A_SCMT_REPORT_MAKER
New March 26, 2018
|Agency user who can run reports for the Supplier Contract module |Tasks: |
| |Run reports for supplier contracts |
|Permissions | |
|CTFASCMTREPORTMAKER | |
|CTFASCMTVIEWER | |
|CTPROCESSMONITOR | |
|CTREPORTMANAGER | |
Agency Budget Workbook Budget Approver
CT_F_A_BW_BUDGET_APPROVER
New March 26, 2018
|User responsible for reviewing and approving the supplier |Tasks: |
|submitted budget workbook pages. |Review and approve supplier submitted budget workbook pages |
| | |
|User can also have the CT_F_A_BW_BUDGET_PROCESSOR role. | |
| | |
|Permissions | |
|CTFABWBUDGETAPPROVER | |
Agency Budget Workbook Budget Processor
CT_F_A_BW_BUDGET_PROCESSOR
New March 26, 2018
|Responsible for managing the completion of the budget workbook by|Tasks: |
|both the agency and provider. The user may complete all or parts|Manage completion of the budget workbook |
|of the Budget Definition page, manage the supplier’s submission, |Manage the supplier’s submission |
|and review all or parts of the supplier’s submission. |Review the supplier’s submission |
| | |
|Permissions | |
|CTFABWBUDGETPROCESSOR | |
Agency Budget Workbook Budget Viewer
CT_F_A_BW_BUDGET_VIEWER
New March 26, 2018
|Agency program and/or budget staff who require view-only access |Tasks: |
|to the Budget Workbook module. |View Budget Workbook |
| | |
|Permissions | |
|CTFABWBUDGETVIEWER | |
Central Budget Workbook UCOA Administrator (OPM only)
CT_F_C_BW_UCOA_ADMIN
New March 26, 2018
|Off ice of Policy and Management (OPM) and Core-CT team only |Tasks: |
|access to UCOA configuration page. |UCOA configuration |
| | |
|Permissions | |
|CTFCBWUCOAADMIN | |
External Supplier Contracts Collaborate (External use only)
CT_F_SUPPLIER_SCMT_COLLAB
New March 26, 2018
|External supplier user with access to collaborate on supplier |Tasks: |
|contract legal documents as well as update and review agreement |Collaborate on supplier contract legal documents |
|information via the supplier portal. |Update and review agreement information |
| | |
|Cannot be assigned any internal roles. | |
| | |
|Permissions | |
|CTFSUPPLIERSCMTCOLLAB | |
External Supplier Budget Workbook Budget User (External use only)
CT_F_SUPPLIER_BW_BUDGET_USER
New March 26, 2018
|User responsible for completing the budget workbook pages on |Tasks: |
|behalf of the supplier’s organization via the supplier portal. |Complete budget workbook pages for supplier’s organization |
|User can review only his/her own organization’s budgeting | |
|documents. | |
| | |
|Cannot be assigned any internal roles. | |
| | |
|Permissions | |
|CTFSUPPLIERBWBUDGETUSER | |
|CT_F_SUPPLIER_BASE | |
|CT_F_ALL_WEBLIBS | |
|CTPRPRUSER | |
Central Purchasing
Purchasing roles are up to date as of March 13, 2017
Catalog Administrator (Core-CT only)
CT CATALOG ADMINISTRATOR
Revised July 1, 2003
|Responsible for administering users for the system and publishing|Tasks: |
|the Master Catalog. | |
|This role has all privileges for catalog management |Has all privileges for catalog management |
| |Administers users for the system |
|Permissions |Publishes the Master Catalog |
|CTCATADMIN |Maintains users for the system |
|CTEOCM5500 |Assigns enterprise users and partners to catalogs, granting |
|CTEOCM9000 |access privileges as appropriate |
|CTEOEW9000 |Maintains translation tables |
|CTEOTP1200 |Enter item substitutes |
|CTPROCESSMONITOR | |
|CTREPORTMANAGER | |
|EOCM9000 | |
Central PO Configurator (Core-CT only)
CT CNTRL PO CONFIGURATOR
Revised July 1, 2003
|Responsible for configuration and maintenance of values |Tasks: |
| | |
|Permissions |Maintain Location Codes |
|CTCNTRLPOCONFIGURATOR |Maintain Ship To Location Codes |
|CTPOVWR |Maintain Standard Comments Type and Standard Comments definitions|
| |Maintain PO Origin definitions |
| |Maintain PO Change Order Template definition |
| |Maintain Dispatch PO Configuration and Fax Location definitions |
| |Maintain Installation Options for Purchasing |
| |Maintain Return Reasons and ePro RTV Instructions definitions |
| |Maintain Supplier Station Vendor definitions. |
Central PO Systems Technical Resource (Core-CT only)
CT CNTRL PO SYS TECH RESOURCE
Revised July 1, 2003
|Responsible for running Purchasing batch processes on an |Tasks: |
|exception basis. | |
| |Runs the Approval Workflow process |
|Capable of running processes due to batch scheduling errors or |Runs the Contract Header and Line interface processes |
|when the need to expedite a process arises. |Runs the Budget Check process |
| |Runs the Purchase Order Sourcing processes |
|Permissions |Runs the Stage Contract PO process |
|CTCNTRLPOSYSTCHRSRC |Runs the Dispatch PO process |
|CTPOVWR |Runs the Stage Purge Table process |
|CTPROCESSMONITOR |Runs the DAS Set Aside Vendor process |
|CTREPORTMANAGER |Runs the Close Purchase Order process |
| |Runs the Close Requisition process |
| |Runs the Close Receipts process |
| |Runs the Publish Outbound Message process |
| |Runs the RE-Open Requisition process |
| |Runs the Change Item Status process |
| |Runs the PO Rollover process |
| |Runs the Verity Index process |
| |Runs the Catalog Management processes |
| |Runs the Dispatch RFQ process. |
Corporate Template Creator (DAS, Core-CT only)
CT CNTRL DAS TEMPLT CRTR
Revised January 22, 2015
|Creates Purchasing Kits ", Corporate Templates" that can be used |Tasks: |
|by all Purchasing Business Units. | |
| |Establishes naming convention for corporate templates |
|Permissions |Names the corporate template |
|CTCNTRLCRPTMPCRTR |Search the Item Catalog to create Corporate Templates |
| |Update Existing Corporate Templates |
Enterprise Catalog Manager (Core-CT only)
CT ENTERPRISE CATALOG MANAGER
Revised July 1, 2003
|Responsible for loading trading partner catalogs and master |Tasks: |
|catalogs. | |
| |Loads the trading partner catalog |
|Permissions |Performs essential cleansing of the trading partner catalog |
|CTENTRPRSCATMNGR |Maps trading partner catalog and eProcurement attributes |
|CTEOCM5500 |Classifies the trading partner catalog |
|CTEOCM9000 |Reviews and repairs the trading partner catalog |
|CTEOEW9000 |Approves proposed offerings and categories |
|CTPROCESSMONITOR |Publishes catalog to the production environment Rolls back to a |
|CTREPORTMANAGER |previous catalog |
| |Syndicates a production catalog |
| |Maintains translation tables |
| |Creates and sets up permissions for users |
Item Corrector (Core-CT only)
CT CNTRL ITEM CORRECTOR
Revised July 1, 2003
|Responsible for correcting catalog items in error. |Tasks: |
| | |
|Permissions |Can perform all Catalog Management activities |
|EOCM0500 |??? |
|EOCM1500 | |
|EOCM2500 | |
|EOCM3500 | |
|EOCM4000 | |
|EOCM5500 | |
|EOCM6500 | |
|EOCM9000 | |
|EOEW1000 | |
|EPED2900 | |
Item Approver (Core-CT only)
CT CNTRL ITEM APPROVER
Revised July 1, 2003
|Responsible for approving items that were added to the item |Tasks: |
|catalog from an online source | |
| |Approves, recycles, or rejects items added to the item catalog |
|Permissions | |
|CTCNTRLITEMAPVR | |
Partner (Core-CT only)
PARTNER
Revised July 1, 2003
|Responsible for maintaining partner information |Tasks: |
| | |
|Permissions |May manage partner information such as contacts, company details,|
|EOTP2100 |user administration and company addresses |
| |Views current services |
Partner Administrator (Core-CT only)
Partner Administrator
Revised July 1, 2003
|Responsible for certain defined processes for the partner as |Tasks: |
|defined by the Partner Catalog Manager | |
| |Provides catalog information |
|Permissions |Views catalog information |
|EOTP1000 |Performs all catalog management activities except defining the |
|EOTP1100 |input source |
|EOTP1200 |Responsible for creating partner registration events and |
|EOTP1300 |approvals |
Partner Analyst (DAS, Core-CT only)
Partner Analyst
Revised January 22, 2015
|Responsible for creating recruitment events |Tasks: |
| | |
|Permissions |May create recruitment events, select email templates and send |
|EOTP1000 |notifications to prospective partners |
Partner Catalog Manager (Core-CT only)
Partner Catalog Manager
Revised July 1, 2003
|Responsible for cleansing and categorization of a partner catalog|Tasks: |
| | |
|Permissions |Loads the trading partner catalog |
|EOCM0500 |Performs cleansing on the catalog |
|EOCM1500 |Maps trading partner catalog to eProcurement attributes |
|EOCM2500 |Classifies trading partner catalog |
|EOEW1000 |Reviews and corrects trading partner catalog |
| |Manages inputs into enterprise catalogs |
Partner Manager (Core-CT only)
Partner Manager
Revised July 1, 2003
|Responsible for creating recruitment events |Tasks: |
| | |
|Permissions |May perform all enterprise tasks related to Core-CT Common |
|EOTP1000 |Partner Registration except system setup |
|EOTP1100 | |
|EOTP1200 | |
Partner Service Approver (Core-CT only)
Partner Service Approver
Revised July 1, 2003
|Responsible for approving service registration |Tasks: |
| | |
|Permissions |May approve service registrations |
|EOTP1100 | |
Purchase Order Amount Approver 3 (OSC Only)
CT_CNTRL_OSC_PO_AMT_APPVR3
Revised July 21, 2014
|Approves POs over $1,000,000, authorized for an infinite amount. |Tasks: |
| | |
|This role will be given to OSC staff only |Approves POs over $1,000,000, authorized for an infinite amount |
| |Rejects POs |
|Permissions |Adds approval/rejection comments |
|CTAGYGLRVWR |Reviews the PO to determine if the items/services are appropriate|
|CTPOAMTAPVR |and necessary for the State to purchase |
|CTPOVWR |Reviews Changes to Procurement Contracts |
|CTCONTRACTREVIEWER | |
Purchasing Interface Processor (DAS, Core-CT only)
CT CNTRL PURCH INTERFACE PRCSR
Revised July 1, 2003
|Responsible for initiating the purchasing interface Process |Tasks: |
| | |
|Permissions |Prepares the interface file and posts it to the network |
|CTCNTRLPOINTRFCPRCR |Runs error reports in Core-CT |
|CTPOVWR |Corrects errors in legacy system |
|CTPROCESSMONITOR |Runs process ADHOC when necessary |
Requisition Amount Approver 5 (OSC Only)
CT WF REQ AMT APPROVER 5
Revised June 1, 2014
|Approves requisitions over $1,000,000, authorized for an infinite|Tasks: |
|amount. | |
|This role will be given to OSC staff only |Approves requisitions over $1,000,000 authorized for an infinite |
| |amount |
|Permissions |Rejects requisitions |
|CTAGYGLRVWR |Adds approval/rejection comments |
|CTPOVWR |Reviews the requisition to determine if the items/services are |
|CTREQAMTAPVR |appropriate and necessary for the State to purchase |
Run Summary By Contract Report (OPM Only)
CT_F_SUMMARY_BY_CONTRACT
New September 16,2013
|Allows the user to run the Procurement Contracts Summary By |Tasks: |
|Contract Report. It will be given to selected OPM staff only. | |
| |Runs CT_RUN_CR15726 Summary by Contract Type |
|Permissions |Runs process ADHOC when necessary |
|CT_F_SUMMARY_BY_CONTRACT | |
Taxonomy Manager (Core-CT only)
Taxonomy Manager
Revised July 1, 2003
|Responsible for the administration of taxonomy |Tasks: |
| | |
|Permissions |Creates taxonomy |
|EOCM0500 |Updates taxonomy: additions, updates, and deletions |
|EOCM4000 |Manages categories and category hierarchies |
| |Monitors news and updates from UNDP concerning UNSPSC |
| |Loads taxonomy and its updates from Catalog Management into |
| |eProcurement |
| |Approves and denies any updates to taxonomy from suggested |
| |categories in trading partner catalogs |
eProcurement Requisition
eProcurement roles are up to date as of March 26, 2018
Cancel Requisitions
CT CANCEL REQUISITIONER
Revised July 1, 2003
|Responsible for canceling requisitions |Tasks: |
| | |
|Permissions: |Cancels requisitions |
|CTCANCELRQSTNR | |
|CTPOVWR | |
Casual Receiver
CT CASUAL RECEIVER
Revised July 1, 2003
|Responsible for receiving goods in the system |Tasks: |
| | |
|Can only receive requisitions they created |In eProcurement, sees only the requisition he/she entered and can|
| |only receive against the requisition he/she entered |
|Permissions: |Receives, accepts or rejects shipping quantities |
|CTCASRCVR |Adds receiving header information |
|CTPOVWR |Views receipt line status detail |
| |Saves receipts |
| |Enters receipts activity |
| |Adds delivery details |
| |Adds comments to receipts |
| |Enters the Asset ID and Tag Number of the asset entered on the PO|
| |Receives the Inventory and verifies the Putaway Location and Unit|
| |of Measure or changes the Putaway Location or Unit of Measure as |
| |necessary |
Catalog Viewer
CT CATALOG VIEWER
Revised March 26, 2018
|Responsible for viewing the item catalog. A person having this |Tasks: |
|role cannot be a Requester. The role is reserved for | |
|non-requesters who need to be able to view the catalog. |Look up items from catalog management |
| | |
|Cannot be combined with the CT PSA_POS REQUESTER role. | |
| | |
|Permissions | |
|CTPOVWR | |
|CTREQUESTER | |
|CTVCHRVWR | |
Central Agency Procurement Card (P-Card) Report Viewer*
CT_F_C_CC_VIEWER
New March 13, 2017
|Responsible for reviewing/monitoring the P-Card Program at the |Tasks: |
|State level. | |
| |Runs P-Card Reports. |
|Permissions: |Reviews P-Card Reconcile Statements |
|CT_F_C_CC_VIEWER | |
*For any given P-Card, a user may only have one role
Procurement Card (P-Card) Central Office Administrator (DAS Only)*
CT_F_C_CC_ADMIN
New March 13, 2017
|Responsible for all aspects of the P-Card Program at the State |Tasks: |
|level. | |
| |Access to Cardholder Profiles. |
|Permissions: |Reviews P-Card Requests |
|CT_F_C_CC_ADMIN |Approve P-Card Requests |
| |Runs P-Card Interface for new and changed cards |
| |Runs P-Card Reports. |
*For any given P-Card, a user may only have one role
Agency Service Approver
CT AGY SERVICE APPROVER
New March 26, 2018
|Responsible for reviewing the POS/PSA information, editing |Tasks: |
|requisition, if necessary, and approving or denying the request |Review POS/PSA information |
|at the agency level. |Edit requisitions |
| |Approve/Deny requisitions |
|Can also be assigned the CT PSA_POS REQUESTER and | |
|CT_F_A_PSA_POS_SUBMITTER roles. | |
| | |
|Permissions | |
|CTAGYGLRVWR | |
|CTPOVWR | |
|CTPROCESSMONITOR | |
|CTREPORTMANAGER | |
|CTREQPURCHAPVR | |
|CT_F_A_QUERY_RUNNER | |
OPM Budget Approver 1 (OPM only)
CT OPM BUDGET APPROVER 1
New March 26, 2018
|OPM Budget Analyst responsible for approving or denying POS and |Tasks: |
|PSA requisitions. |Approve/Deny POS and PSA requisitions |
| | |
|Permissions | |
|CTAGYGLRVWR | |
|CTPOERRORPRCSR | |
|CTPOVWR | |
|CTPROCESSMONITOR | |
|CTREQBGTAPVR | |
|CT_F_A_QUERY_RUNNER | |
OPM Budget Approver 2 (OPM only)
CT OPM BUDGET APPROVER 2
New March 26, 2018
|OPM Budget Section Director responsible for approving or denying |Tasks: |
|POS and PSA requisitions. |Approve/Deny POS and PSA requisitions |
| | |
|Permissions | |
|CTAGYGLRVWR | |
|CTPOERRORPRCSR | |
|CTPOVWR | |
|CTPROCESSMONITOR | |
|CTREQBGTAPVR | |
|CT_F_A_QUERY_RUNNER | |
OPM Final Approver (OPM only)
CT OPM FINAL APPROVER
New March 26, 2018
|OPM Executive Finance Officer responsible for approving or |Tasks: |
|denying POS and PSA requisitions. |Approve/Deny POS and PSA requisitions |
| | |
|Permissions | |
|CTAGYGLRVWR | |
|CTPOERRORPRCSR | |
|CTPOVWR | |
|CTPROCESSMONITOR | |
|CTREQBGTAPVR | |
|CT_F_A_QUERY_RUNNER | |
PSA_POS Requester
CT PSA_POS REQUESTER
New March 26, 2018
|Responsible for creating and maintaining POS and PSA requisitions|Tasks: |
|only. Role has the ability to ad hoc approvers into the workflow|Create and maintain POS and PSA requisitions |
|after the CT AGY SERVICE APPROVER only. |Ad hoc approvers into the workflow |
| | |
|Can be combined with the CT AGY SERVICE APPROVER and | |
|CT_F_A_PSA_POS_SUBMITTER roles. | |
| | |
|Cannot be combined with the CT CATALOG VIEWER or CTMULTIREQUESTER| |
|roles. | |
| | |
|Permissions | |
|CTPOVWR | |
|CTREQUESTER | |
|CTVCHRVWR | |
|CTWRKLISTUSER | |
|CT_F_A_DIRECT_CONNECT | |
|CTPROCESSMONITOR | |
|CTREPORTMANAGER | |
|CT_F_A_QUERY_RUNNER | |
Agency PSA_POS Submitter
CT_F_A_PSA_POS_SUBMITTER
New March 26, 2018
|Responsible for submitting POS and PSA requisitions. Role is |Tasks: |
|restricted to an agency’s Deputy Commissioner, CFO, FAM or other |Submit POS and PSA requisitions |
|user with a similar level of authority, or at the discretion of | |
|the agency. | |
| | |
|Can also be assigned the CT AGY SERVICE APPROVER role. | |
| | |
|Permissions | |
|CTAGYGLRVWR | |
|CTPOVWR | |
|CTPROCESSMONITOR | |
|CTREPORTMANAGER | |
|CTREQPURCHAPVR | |
|CT_F_A_QUERY_RUNNER | |
Contract Approver
CT CONTRACT APPROVER
Revised July 1, 2003
|Responsible for approving contracts |Tasks: |
| | |
|Permissions |Approves contracts |
|CTCONTRACTAPVR |Rejects contracts |
|CTPOVWR |Cancels contracts |
Contract Creator
CT CONTRACT CREATOR
Revised July 1, 2003
|Responsible for creating contracts |Tasks: |
| | |
|Permissions |Creates contracts |
|CTAGYGLRVWR |Updates contracts |
|CTCONTRACTCRTR | |
|CTPOVWR | |
|CTPROCESSMONITOR | |
|CTREPORTMANAGER | |
Corporate Template Creator (DAS, Core-CT only)
CT CNTRL DAS TEMPLT CRTR
Revised January 22, 2015
|Creates Purchasing Kits ", Corporate Templates" that can be used |Tasks: |
|by all Purchasing Business Units. | |
| |Establishes naming convention for corporate templates |
|Permissions |Names the corporate template |
|CTCNTRLCRPTMPCRTR |Search the Item Catalog to create Corporate Templates |
| |Update Existing Corporate Templates |
CT ePro Administrator CORE-10 (Core-CT only)
CT ePro Administrator Core-10
New January 20, 2015
|Supports the Administration of eProcurement Workflow. |Tasks: |
|This is a Centralized role for Core-CT. | |
| |Configures the eProcurement workflow. |
|Permissions: |Administratively Approves or Denys requisitions when accompanied |
|CTEPROADMINCORE10 |by Help Desk Ticket. |
| |Reinitiates WorkflowEstablishes naming convention for corporate |
| |templates |
DAS Approver 1 (DAS only)
CTDASAPPROVER1
Revised January 22, 2015
|Responsible for approving requisitions for all amounts. |Tasks: |
| | |
|Permissions |Approves requisitions for all amounts. |
|CTAGYGLRVWR |Rejects requisitions. |
|CTPOVWR |Adds approval/rejection comments. |
|CTREQAMTAPVR |Reviews the requisition to determine if the items/services are |
| |appropriate and necessary for the State to bid and purchase. |
| |Adhocs Contract Specialist into workflow. |
General Receiver
CT GENERAL RECEIVER
Revised July 1, 2003
|Responsible for receiving, inspecting, and using the Return to |Tasks: |
|Vendor functionality | |
| |Selects the received PO |
|The General Receiver is distinguished from the Casual Receiver by|Reviews PO comments on the receipt lines and schedules |
|having access to the following: all transactions for their |Receives, accepts or rejects shipping quantities |
|business unit, inspection functionality, penalty assessment, and |Adds receiving header information |
|ChartField information |Views receipt line status detail |
| |Views PO default information |
|Permissions |Reviews and maintains accounting information for a receipt |
|CTGENRCVR |Saves receipts |
|CTPOVWR |Enters receipt activity and comments |
|CTPROCESSMONITOR |Enters receiving penalty details |
|CTREPORTMANAGER |Enters Return to Vendor header |
| |Enters Return to Vendor distribution |
| |Enters Return to Vendor comments |
| |Generates shipping documents (Return to vendor reports) |
| |Adds delivery details |
| |Adds comments to receipts |
| |Reconciles vendor returns |
| |Enters the asset ID and tag number of the asset entered on the PO|
| |Verifies the default putaway location on the receipt |
| |Selects the items for putaway to the Inventory Business Unit |
| |May override the default putaway location and unit of measure on |
| |the PO Receiver |
ITD APPROVER 1 (DAS only)
CTITDAPPROVER1
Revised January 22, 2015
|Responsible for approving requisitions for all amounts, |Tasks: |
|authorized up to $10,000 | |
| |Approves requisitions for all amounts, authorized up to $10,000 |
|Permissions |Rejects requisitions |
|CTAGYGLRVWR |Adds approval/rejection comments |
|CTPOVWR |Reviews the requisition to determine if the items/services are |
|CTREQAMTAPVR |appropriate and necessary for the State to purchase |
| |Relates the requisition distribution lines to assets and assigns |
| |the correct profile to the asset |
| |Enters the Inventory Business Unit on the requisition |
| |distribution lines |
ITD APPROVER 2 (DAS only)
CTITDAPPROVER2
Revised January 22, 2015
|Responsible for approving requisitions over $10,000 |Tasks: |
| | |
|Permissions |Approves requisitions over $10,000 |
|CTAGYGLRVWR |Rejects requisitions |
|CTPOVWR |Adds approval/rejection comments |
|CTREQAMTAPVR |Reviews the requisition to determine if the items/services are |
| |appropriate and necessary for the State to purchase |
Multi Requester
CTMULTIREQUESTER
Revised March 13, 2017
|Responsible for creating and maintaining requisitions. |Tasks: |
| | |
|Note: The Multi Requester MUST have the REQUESTER and the Cancel |Enters initial requisition information. |
|Requisitions roles. These roles MUST BE SELECTED - they WILL NOT |Adds items to requisitions. |
|be automatically assigned. |Copies requisitions. |
| |Edits requisitions. |
|This role is the same as the Requester role with the exception |Maintains a list of activities and due dates associated with the |
|that the multi-requester role can add attachments to a |requisition. |
|requisition, and can also assign a different workflow based on a |Defines delivery schedules and ChartField distribution. |
|translate value. |Changes defaults on requisitions. |
| |Denotes requisition to be paid with P-Card, when appropriate |
|Permissions |Relates the requisition distribution lines to assets and assigns |
|CTCANCELRQSTNR |the correct profile to the asset |
|CTPOVWR |Searches the item catalog. |
|CTREQUESTER |Manages their favorite items to use in future requisitions. |
|CTVCHRVWR |Adds comments to requisitions. |
| |Makes special requests for goods and services (order by |
| |description). |
| |Changes buyer on requisitions. |
| |Creates, updates, and deletes personal item templates. |
| |Saves requisitions. |
| |Adds attachments to a requisition. |
| |Assigns different approval workflow. |
*For any given P-Card, a user may only have one role
Procurement Card (P-Card) Reconciler
CT_F_A_CC_RECONCILER
New March 13, 2017
|Responsible for Reconciling P-Card transactions online for which |Tasks: |
|they are proxies. | |
| |Reviews P-Card Reconcile Statement for accuracy. |
|Permissions: |Sets transactions’ Status to Verified. |
|CT_F_A_CC_RECONCILER |Updates/Reviews the budget accounting string. |
| |Relates PO’s to transactions (when applicable). |
| |Updates/Verifies Contract ID (when applicable) is correct for |
| |each transaction. |
| |Enters/ Reviews/ Modifies Disputes. |
| |Adds Attachments/Comments |
| |Runs P-Card Reports. |
*For any given P-Card, a user may only have one role
Procurement Card (P-Card) Approver
CT_F_A_CC_APPROVER
New March 13, 2017
|Responsible for Approving PCard transactions for those users for |Tasks: |
|which they are proxies. | |
| |Reviews P-Card Reconcile Statement for accuracy. |
|Permissions: |Sets transactions’ Status to Approved. |
|CT_F_A_CC_APPROVER |Updates/Reviews the budget accounting string. |
| |Relates PO’s to transactions (when applicable). |
| |Updates/Verifies Contract ID (when applicable) is correct for |
| |each transaction. |
| |Enters/ Reviews/ Modifies Disputes. |
| |Adds Attachments/Comments |
| |Runs P-Card Reports. |
*For any given P-Card, a user may only have one role
Procurement Card (P-Card) Coordinator
CT_F_A_CC_COORDINATOR
New March 13, 2017
|Responsible for Verifying Business Unit P-Card transactions are |Tasks: |
|accurately set to “Approved” before the voucher is staged for | |
|building. |Requests new Cards |
| |Adds/maintains Cardholder Profiles. |
|Permissions: |Reviews P-Card Reconcile Statement for accuracy. |
|CT_F_A_CC_COORDINATOR |Verifies transactions are set to Approved. |
| |Updates/Reviews the budget accounting string. |
| |Relates PO’s to transactions (when applicable). |
| |Updates/Verifies Contract ID (when applicable) is correct for |
| |each transaction. |
| |Enters/ Reviews/ Modifies Disputes. |
| |Sets transactions’ Status to Staged. |
| |Adds Attachments/Comments. |
| |Runs P-Card Reports. |
*For any given P-Card, a user may only have one role
Product Schedule Update Approver (DAS Only)
CT_F_A_PSUAPPROVER
New January 22, 2015
|Responsible for approving Product Schedule Update (PSU) Core-10 |Tasks: |
|Requisition Types. | |
| |Reviews the quote to ensure the item is within the scope of |
|Permissions |the contract and the pricing is in accordance with the contract. |
|CTAGYGLRVWR |Approves the PSU request or |
|CTPOVWR |contact the Contractor to clarify any questions. |
|CTREQAMTAPVR |After DAS Procurement approves the PSU request, an acceptance |
| |letter is prepared and emailed to the Contractor. |
| |The PSU is posted to the corresponding contract on the State |
| |Contracting Portal. |
Req/Bid Cntrc Creator (DAS Only)
CT REQ BID CONTRACT CREATOR (DAS Only)
Revised January 22, 2015
|Creates contracts from approved requisitions that are subject to |Tasks: |
|DAS-BID approval. | |
| |Add contracts through the Bid to Contract link (CT_RUNCTL_14168) |
|Note: The Req/Bid Contract Creator MUST have the CONTRACT | |
|APPROVER role These roles MUST BE SELECTED - they WILL NOT be | |
|automatically assigned. | |
| | |
| | |
|Permissions | |
|CT_REQ_BID_CONTRACT_CREATOR | |
Requester
CT REQUESTER
Revised January 22, 2015
|Responsible for creating and maintaining requisitions |Tasks: |
| | |
|Permissions |Enters initial requisition information |
|CTPOVWR |Adds items to requisitions |
|CTREQUESTER |Copies requisitions |
|CTVCHRVWR |Edits requisitions |
| |Maintains a list of activities and due dates associated with the |
| |requisition |
| |Defines delivery schedules and ChartField distribution |
| |Changes defaults on requisitions |
| |Relates the requisition distribution lines to assets and assigns |
| |the correct profile to the asset |
| |Searches the item catalog |
| |Manages their favorite items to use in future requisitions |
| |Adds comments to requisitions |
| |Makes special requests for goods and services (order by |
| |description) |
| |Changes buyer on requisitions |
| |Creates, updates, and deletes personal item templates |
| |Saves requisitions |
| |Relates the requisition distribution lines to assets and assigns |
| |the correct profile to the asset |
| |Enters the Inventory Business Unit on the requisition |
| |distribution lines |
TSR APPROVER (DAS only)
CT_F_TSR_APPROVER
Revised April 1, 2015
|Approves telecommunications equipment requisitions (TSR-EQUIP) |Tasks: |
|for all amounts. Role to be used for DAS/BEST Unified | |
|Communications only. |Approves requisitions |
| |Rejects requisitions |
|If a user currently has the Multi Requester and/or Requester Role|Adds approval/rejection comments |
|do not assign TSR unless Multi-Requester and/or Requester role is|Reviews the requisition to determine if the items/services are |
|removed. |appropriate and necessary for the State to purchase |
| | |
|Permissions | |
|CTAGYGLRVWR | |
|CTPOVWR | |
|CTREQAMTAPVR | |
TSR Requester
CT_F_TSR Requester
New March 13, 2017
|Responsible for creating and maintaining telecommunications |Tasks: |
|requisitions | |
| |Enters initial requisition information |
|Note: The TSR Requester MUST have the Cancel Requisitions role. |Adds items to requisitions |
|This role MUST BE SELECTED - it WILL NOT be automatically |Copies requisitions |
|assigned. |Edits requisitions |
| |Denotes requisition to be paid with P-Card, when appropriate |
|A user cannot have both the CT REQUESTER or MULTI-REQUESTER and |Maintains a list of activities and due dates associated with the |
|the CT_F_TSR_REQUESTER roles. |requisition |
| |Defines delivery schedules and ChartField distribution |
|Note: If a user needs to access Regular requisitions and TSR |Changes defaults on requisitions |
|requisitions please request the Multi-Requester role. The TSR |Manages their favorite items to use in future requisitions |
|role overrides the CT-Requester role. |Adds comments to requisitions |
| |Makes special requests for goods and services (order by |
|Permissions |description) |
|CTPOVWR |Changes buyer on requisitions |
|CTREQUESTER |Creates, updates, and deletes personal item templates |
|CTVCHRVWR |Saves requisitions |
*For any given P-Card, a user may only have one role
Requisition Adhoc Approver (DAS only)
CT_F_A_ADHOC_APPROVER
New September 30, 2009
|ePro Module - WORKFLOW ROLE - TASKS: Approves DAS-BIDs |Tasks: |
|requisitions for all business units regardless of dollar value. | |
| |Approves requisitions regardless of dollar value |
|This role is restricted to DAS Contracting staff. |Rejects requisitions |
| |Adds approval/rejection comments |
|Permissions |Reviews the requisition to determine if the items/services are |
|CT_F_A_ADHOC_APPROVER |appropriate and necessary for the State to purchase |
Requisition Amount Approver 1
CT WF REQ AMT APPROVER 1
Revised July 1, 2003
|Responsible for approving requisitions for all amounts, |Tasks: |
|authorized up to $2,500 | |
| |Approves requisitions for all amounts, authorized up to $2,500 |
|Permissions |Rejects requisitions |
|CTAGYGLRVWR |Reviews Budget Status “Error” Link |
|CTPOVWR |Adds approval/rejection comments |
|CTREQAMTAPVR |Reviews the requisition to determine if the items/services are |
| |appropriate and necessary for the State to purchase |
| |Relates the requisition distribution lines to assets and assigns |
| |the correct profile to the asset |
| |Enters the Inventory Business Unit on the requisition |
| |distribution lines |
Requisition Amount Approver 2
CT WF REQ AMT APPROVER 2
Revised July 1, 2003
|Responsible for approving requisitions over $2,500, authorized up|Tasks: |
|to $10,000 | |
| |Approves requisitions over $2,500, authorized up to $10,000 |
|Permissions |Rejects requisitions |
|CTAGYGLRVWR |Reviews Budget Status “Error” Link |
|CTPOVWR |Adds approval/rejection comments |
|CTREQAMTAPVR |Reviews the requisition to determine if the items/services are |
| |appropriate and necessary for the State to purchase |
Requisition Amount Approver 3
CT WF REQ AMT APPROVER 3
Revised July 1, 2003
|Responsible for approving requisitions over $10,000, authorized |Tasks: |
|up to $1,000,000 | |
| |Approves requisitions over $10,000 authorized up to $1,000,000 |
|Permissions |Rejects requisitions |
|CTAGYGLRVWR |Reviews Budget Status “Error” Link |
|CTPOVWR |Adds approval/rejection comments |
|CTREQAMTAPVR |Reviews the requisition to determine if the items/services are |
| |appropriate and necessary for the State to purchase |
Requisition Amount Approver 4
CT WF REQ AMT APPROVER 4
Revised July 1, 2003
|Responsible for approving requisitions over $1,000,000, |Tasks: |
|authorized for an infinite amount | |
|(will always be the agency head or designee) |Approves requisitions over $1,000,000, authorized for an infinite|
| |amount |
|Permissions |Rejects requisitions |
|CTAGYGLRVWR |Reviews Budget Status “Error” Link |
|CTPOVWR |Adds approval/rejection comments |
|CTREQAMTAPVR |Reviews the requisition to determine if the items/services are |
| |appropriate and necessary for the State to purchase |
Requisition Amount Approver 5 (OSC Only)
CT WF REQ AMT APPROVER 5
Revised June 1, 2014
|Approves requisitions over $1,000,000, authorized for an infinite|Tasks: |
|amount. | |
|This role will be given to OSC staff only |Approves requisitions over $1,000,000 authorized for an infinite |
| |amount |
|Permissions |Rejects requisitions |
|CTAGYGLRVWR |Adds approval/rejection comments |
|CTPOVWR |Reviews the requisition to determine if the items/services are |
|CTREQAMTAPVR |appropriate and necessary for the State to purchase |
Requisition Obligation Approver (OSC Only)
CT WF REQ OBLIGATION APPROVER
Revised January 4, 2016
|Responsible for approving requisitions where the Req. Obligation |Tasks: |
|is over $1M. Authorized for an infinite obligated amount for | |
|pre-auditing purposes. Adds approval comments. This role will be|Approves requisitions over $1,000,000 authorized for an infinite |
|assigned to OSC Staff only. |amount |
| |Rejects requisitions |
|Permissions |Adds approval/rejection comments |
|CTAGYGLRVWR | |
|CTPOVWR | |
|CTREQAMTAPVR | |
Requisition Budget Approver
CT WF REQ BUDGET APPROVER
Revised July 1, 2003
|Responsible for approving the budget information in the |Tasks: |
|requisition. | |
| |Approves requisitions |
|Permissions |Rejects requisitions |
|CTAGYGLRVWR |Adds approval/rejection comments |
|CTPOERRORPRCSR |Makes sure the requisition goes to the correct buyer |
|CTPOVWR |Reviews the budget accounting strings and checks on available |
|CTPROCESSMONITOR |funds |
|CTREQBGTAPVR |Overrides budget at agency level |
| |Corrects budget checking errors |
| |Run PO Rollover process if required |
| |Runs Requisition and Budgetary Activity reports |
Requisition Closer
CT REQUISITION CLOSER
Revised July 1, 2003
|Responsible for closing requisitions |Tasks: |
| | |
|Permissions |Closes requisitions |
|CTPOVWR | |
|CTPROCESSMONITOR | |
|CTREPORTMANAGER | |
|CTREQCLOSER | |
Requisition Purchasing Approver
CT WF REQ PURCH APPROVER
Revised October 19, 2010
|Responsible for verifying that all Procurement rules and |Tasks: |
|regulations are being followed and that all fields and | |
|information on the requisitions are ready to be sourced to a PO. |Approves requisitions |
|The individual authorizing the commitment or expenditure must |Rejects requisitions |
|have a claims authorization card (CO-512) on file in the |Adds approval/rejection comments |
|Comptroller's Accounts Payable Division. |Ensures all additional approvals have been obtained before giving|
| |their authorization as they represent the final approval step |
|Responsible for reviewing requisition information and providing |Accesses requisitioning in the Purchasing module |
|final approval |Ensures all part of PO Authority is correct (re: direct PO |
| |authority) |
|Person’s name print’s on PO | |
| | |
|Permissions | |
|CTAGYGLRVWR | |
|CTPOVWR | |
|CTPROCESSMONITOR | |
|CTREPORTMANAGER | |
|CTREQPURCHAPVR | |
Agency Accounts Payable
Accounts Payable roles are up to date as of June 1, 2008
Accounts Payable Reviewer
CT AP REVIEWER
Revised June 1, 2008
|Responsible for reviewing and making decisions on match |Tasks: |
|exceptions, then giving guidance to the Voucher Processor for | |
|rectifying the exceptions. Reviewers may also be identified as |Reviews voucher posting details |
|Approver |Reviews and modifies restricted payment and voucher information |
| |on the voucher Views vendor information Views voucher information|
|Permissions | |
|CTAGYGLRVWR |Creates control groups for Voucher Processors that are new to |
|CTAPRVWR |Accounts Payable |
|CTPROCESSMONITOR |Creates control group reports |
|CTREPORTMANAGER | |
|CTVCHRVWR | |
Adjustment Voucher Processor
CT ADJ VOUCHER PROCESSOR
Revised June 1, 2008
|Responsible for creating adjustment and reversal vouchers |Tasks: |
| | |
|Permissions |Enters adjustment vouchers |
|CTADJVCHRPRCSR |Enters reversal vouchers |
|CTAGYGLRVWR | |
Agency AP Systems Technical Resource
CT AGY AP SYS TECH RESOURCE
Revised June 1, 2008
Deactivated January 9, 2015
|Responsible for running Accounts Payable processes at the agency |Tasks: |
|level on an exception basis | |
|Capable of running agency-level processes when the need to |Runs AP/PO matching process for a particular agency |
|expedite a process arises |Runs voucher batch process for a particular agency |
|Capable of running agency-level processes as a back-up when users|Runs payment warrant interface (OTT and DRS only) |
|who typically run the process are unavailable | |
| | |
|Permissions | |
|CTYAPSYSTCHRSRC | |
|CTPROCESSMONITOR | |
|CTREPORTMANAGER | |
Alternate Approver
Alternate Approver
Revised October 19, 2010
|Responsible for approving vouchers when necessary. The individual|Tasks: |
|authorizing the commitment or expenditure must have a claims | |
|authorization card (CO-512) on file in the Comptroller's Accounts|Does not receive worklist routings |
|Payable Division. |Approves vouchers online |
| |Denies vouchers online |
|Permissions |Recycles vouchers online Ensures proper remittance information |
|CTALTAPVR |and processing options (i.e. payment handling code, scheduled due|
|CTPROCESSMONITOR |date, etc.) |
|CTREPORTMANAGER |Reviews rejected, overdue, and scheduled vouchers |
AP Report Maker
CT AP REPORT MAKER
Revised June 1, 2008
|Responsible for running Accounts Payable reports |Tasks: |
| | |
|Permission |Runs all Accounts Payable reports except for the payment warrant,|
|CTAGYGLRVWR |offset report |
|CTAPRPTMKR | |
|CTPROCESSMONITOR | |
|CTREPORTMANAGER | |
Budget Check Processor
CT BUDGET CHECK PROCESSOR
Revised June 1, 2008
|Responsible for resolving budget check errors |Tasks: |
| | |
|Permissions |Corrects budget check errors Views voucher information Views |
|CTAGYGLRVWR |purchase order information |
|CTBDGTCHCKPRCSR | |
|CTPOVWR | |
|CTPROCESSMONITOR | |
|CTREPORTMANAGER | |
Interface Error Handler – DRS & Treasurer
CT INTRFACE ERR HDLR DRS/TREAS
Revised June 1, 2008
|Responsible for resolving errors generated as a result of using |Tasks: |
|an outbound interface to send information to Core-CT | |
| |Accesses the Electronic Payment Warrant Information Run Control |
|Permissions |page |
|CTINTFCERRHDLRDRS |Processes the Electronic Payment Warrant Information after the |
|CTPROCESSMONITOR |payment process |
|CTREPORTMANAGER | |
Journal Voucher Processor
CT JOURNAL VOUCHER PROCESSOR
Revised June 1, 2008
|Responsible for creating journal vouchers (supervisory role) |Tasks: |
| | |
|Permissions |Enters journal vouchers |
|CTAGYGLRVWR | |
|CTJRNLVCHRPRCSR | |
Match Processor
CT MATCH PROCESSOR
Revised June 1, 2008
|Responsible for maintaining match exceptions and running match |Tasks: |
|reports | |
| |Resolves match exceptions |
|Permissions | |
|CTMATCHPRCSR | |
|CTPROCESSMONITOR | |
|CTREPORTMANAGER | |
Template Voucher Processor
CT TEMPLATE VOUCHER PROCESSOR
Revised June 1, 2008
|Responsible for creating template vouchers |Tasks: |
| | |
|Permissions |Creates and updates template vouchers |
|CTAGYGLRVWR | |
|CTTMPLTVCHRPRCSR | |
Voucher Approver
Voucher Approver
Revised October 19, 2010
|Responsible for approving vouchers. The individual authorizing |Tasks: |
|the commitment or expenditure must have a claims authorization | |
|card (CO-512) on file in the Comptroller's Accounts Payable |Receives worklist routings |
|Division. |Approves vouchers online |
| |Denies vouchers online Recycles vouchers online |
|View only access on vouchers |Ensures proper remittance information and processing options |
| |(i.e. payment handling code, scheduled due date, etc.) |
|Permissions |Reviews rejected, overdue, and scheduled vouchers |
|CTAGYGLRVWR |Views vouchers |
|CTPOVWR |Deletes Vouchers that shouldn’t be paid or that have been |
|CTPROCESSMONITOR |rejected |
|CTREPORTMANAGER | |
|CTVCHRAPVR | |
|CTVCHRVWR | |
Voucher Maintenance Processor
CT VOUCHER MAINTENANCE PRCSR
Revised June 1, 2008
|Responsible for closing, deleting, and unposting vouchers |Tasks: |
| | |
|Permissions |Closes and deletes vouchers that were created in each agency |
|CTAGYGLRVWR | |
|CTVCHRMAINTPRCSR | |
Voucher Processor
CT VOUCHER PROCESSOR
Revised June 1, 2008
|Responsible for creating vouchers that pay vendors, departments, |Tasks: |
|or other state agencies for goods and services | |
| |Receives vendor invoices, copies PO and/or receiver information |
|Permissions |to create vouchers |
|CTAGYGLRVWR |Selects the proper remit-to vendor address information |
|CTPOVWR |updates payment handling code |
|CTVCHRPRCSR |Ensures the correct payment method is selected |
| |Updates scheduled payment datesResolves budget check errors from |
| |the budget check process |
| |Validates and enters asset information on the voucher |
| |distribution line |
Voucher Viewer
CT VOUCHER VIEWER
Revised June 1, 2008
|Responsible for viewing transaction details in Accounts Payable |Tasks: |
|(read only access) | |
| |Views voucher transactions |
|Permissions | |
|CTAGYGLRVWR | |
|CTVCHRVWR | |
Voucher XML Upload
CT_F_A_XML_LINK
Revised February 26, 2014
|This role is used by agency AP users to Upload XML files created |Tasks: |
|by the PeopleSoft ExcelVoucherforUpload tool. The tool allows an | |
|Agency to create a large quantity of like vouchers from a |Accesses a customized page, CT Upload XML to Message (Navigation:|
|spreadsheet. Any user granted this role must be approved by OSC |PeopleTools > Integration Broker > CT Upload XML to Message) |
|APD. Agencies that require this role, and have not yet been | |
|approved, must contact the Core-CT Financial Team to establish | |
|procedures and be trained in the XML Upload process. This role | |
|should be submitted on a separate CO-1092 with an attachment | |
|consisting of a copy of the approved procedures. | |
| | |
|Permissions | |
|CTXMLLINK | |
Vendor Supplier Application Admin (OSC APD Staff Only)
CT_F_SUPPLIER_APPLICATION_ADM
Revised June 1, 2008
|This role will allow OSC staff to setup State Vendors Users for |Tasks: |
|the Vendor Self Service functionality. This role will be assigned| |
|to OSC staff only. |Assigns role CT_F_VENDOR_SS _PAYABLES_USER to State Vendors. |
| | |
| |Setup Vendor IDs for Vendor Self Service) |
|Permissions: | |
|CT_F_VENDOR_USERS_SETUP | |
CT Vendor SS Payables User (CT State Vendors Only)
CT Vendor SS Payables User
New January 1, 2010
|This role will be granted to Connecticut State Vendors by OSC. |Tasks: |
|It will allow designated Vendor Users to review invoice, payment | |
|and address information for that Vendor. This role will be |Reviews invoice information for a Vendor. |
|granted by OSC staff having the Vendor Supplier Application Admin|Reviews payment information for a Vendor. |
|role. |Reviews address information for a Vendor. |
| | |
|Permissions | |
|CT_F_ALL_WEBLIBS | |
|CT_VENDOR_SS_PAYABLES_USER | |
Central Accounts Payable
Accounts Payable roles are up to date as of July 27, 2015
Central 1099 Processor (OSC only)
CT CNTRL 1099 PROCESSOR
Revised June 1, 2008
|Responsible for managing the 1099 process |Tasks: |
| | |
|Permissions |Reviews vendor information details to be sure they are correctly |
|CTCNTRL1099PRCSR |defined for 1099 processing |
|CTPROCESSMONITOR |Runs a custom query to extract 1099-Misc, 1099-S, and 1099-INT |
|CTREPORTMANAGER |information periodically |
| |Loads extracted 1099 data into the Access database periodically |
| |Generates and reviews 1099 misc. reports and files (annually) |
| |Processes correcting forms ad hoc |
| |Reviews Withholding Post process |
| |Creates Withholding reports |
| |Process withholding adjustments |
| |Maintains withholding setup |
Central AP Viewer (DAS, OLM, OPM, OSC, OTT only)
CT CNTRL AP VIEWER
Revised June 1, 2008
|Responsible for viewing all Accounts Payable information for all |Tasks: |
|business units | |
| |Views all Accounts Payable information for all business units |
|Permissions | |
|CTAGYGLRVWR | |
|CTCNTRLAPVWR | |
| | |
Central Archiver (OSC only)
CT CNTRL ARCHIVER
Revised June 1, 2008
|Responsible for archiving all vouchers, statements, and payments |Tasks: |
|– statewide | |
| |Archives vouchers, statements, and payments and vendors - |
|Permissions |statewide |
|CTCNTRLARCHVR | |
Central AP Configurator (OSC only)
CT CNTRL AP CONFIGURATOR
Revised June 1, 2008
|Responsible for maintaining all configuration items related to AP|Tasks: |
| | |
|Permissions |Maintains configuration items/options pertaining specifically to |
|CTCNTRLAPCONFIGURATOR |the Accounts Payable module |
| |Maintains configuration items related to integration between |
| |Purchasing and Accounts Payable |
| |Maintains Payables options at the Business Unit level |
| |Maintains Payables options at the User level on an exception |
| |basis |
| |Maintains Voucher Origin configuration |
| |Maintains High-Level Pay Cycle configuration items |
| |Maintains Withholding and Offsets configuration items |
| |Maintains EDI Manager configuration items as related to Accounts |
| |Payable |
Central AP Systems Technical Resource (OSC only)
CT CNTRL AP SYS TECH RESOURCE
Revised June 1, 2008
|Responsible for running Accounts Payable batch processes on an |Tasks: |
|exception basis | |
| |Runs AP/PO Matching process |
|Capable of running processes due to batch scheduling errors or |Runs AP Budget Checking process |
|when the need to expedite a process arises |Runs Voucher Batch process |
| |Runs Voucher Interface processes |
|Permissions |Runs Voucher Post process |
|CTCNTRLAPSYSTCHRSRC |Runs Voucher Approval Workflow process |
|CTPROCESSMONITOR |Runs AP Journal Generator process |
|CTREPORTMANAGER |Runs Payment Posting process |
| |Runs Withholding Posting process |
| |Runs Payment Warrant Interface process |
| |Runs 1099 Voucher Reportability Interface process |
| |Runs Bank File Load and Formatting processes |
| |Runs Bank Reconciliation processes |
Central Express Check Processor (OSC, OTT only)
CT CNTRL CHECK ADMN PROCESSOR
Revised June 1, 2008
|Responsible for processing express checks |Tasks: |
| | |
|Permissions |Creates and processes express checks through the central system |
|CTCNTRLCHKADMPRCSR | |
Central Offset Processor (OSC, DRS only)
CT CNTRL OFFSET PROCESSOR
Revised June 1, 2008
|Responsible for overseeing the offset process |Tasks: |
| | |
|Permissions |Runs and oversees the load of the offset data via inbound and |
|CTAGYGLRVWR |outbound interface |
|CTCNTRLOFFSETPRCSR |Ensures the offset table is updated with recovered amounts |
|CTPROCESSMONITOR |Ensures that a new schedule payment line is created on the |
| |voucher with the collecting agency as the remit-to vendor |
| |Oversees the processing of the payment or pending receipt |
| |Assures that the form letter is manually generated and sent to |
| |the vendor |
| |Maintains existing offsets by creating adjustment transactions |
| |Creates offsets online for non-interfacing agencies |
| |Manually pulls checks that should be sent with a letter for the |
| |offset vendor and the collecting agency |
| |Inquires on one time liens |
| |Creates online offsets |
| |Maintains online offsets |
| |Inquires on online offsets |
| |Runs offset reports |
| |Processes Offset Vendor Interface |
Central Check Administrator Processor (OSC, OTT Only)
CT CNTRL CHECK ADMN PROCESSOR
Revised June 1, 2008
|Responsible for the determining the status of outstanding |Tasks: |
|vendor/payroll checks, placing stop payments, and reissuing | |
|checks |Accesses the AP database to determine the check number of a |
| |lost/stolen vendor check |
|Permissions |Enters the date of stop payment on a vendor check |
|CTCNTRLCHKADMPRCSR | |
Central Pay Cycle Approver – OTT
CT CNTRL OTT PAY CYCLE APPVR
Revised June 1, 2008
|Responsible for approving the pay cycle |Tasks: |
| | |
|Permissions |OTT approves the pay cycle |
|CTAGYGLRVWR | |
|CTCNTRLOTTPAYCYCLAPVR | |
Central Payment Handler – OSC
CT CNTRL OSC PAYMENT HANDLER
Revised June 1, 2008
|Responsible for managing void and stop payments |Tasks: |
| | |
|Permissions |OSC identifies the need to cancel a payment |
|CTAGYGLRVWR |OSC processes a void or stop payment |
|CTCNTRLOSCPMTHNDLR |OSC identifies the need to reissue a payment |
|CTPROCESSMONITOR |Escheats payments |
|CTREPORTMANAGER | |
Central Payment Report Inquirer (OSC, OTT, OPM only)
CT CNTRL PAYMENT RPT INQUIRER
Revised June 1, 2008
|Responsible for creating payment and pay cycle reports |Tasks: |
| | |
|Permissions |Inquires on payments |
|CTAGYGLRVWR | |
|CTCNTRLPAYRPTINQR | |
|CTPROCESSMONITOR | |
|CTREPORTMANAGER | |
Central Payment Reviewer (OSC only)
CT CNTRL PAYMENT REVIEWER
Revised June 1, 2008
|Responsible for maintaining all pay cycle information and |Tasks: |
|initiates the pay cycle process | |
| |Oversees Pay Cycle Date Criteria |
|Note: Pay cycles were established during implementation of |Oversees Pay Cycle Preferences |
|Core-CT. If a new pay cycle is needed, the Central Payment |Oversees Specifying Source and Business Unit |
|Reviewer will be responsible for its creations |Oversees Specifying Bank and Payment Method Criteria |
| |Oversees Specifying Bank Account Replacement information |
|Permissions |Runs the Pay Cycle Manager process |
|CTAGYGLRVWR |Runs the Offset process |
|CTCNTRLPAYRVWR |Runs and monitors the execution of Payment Selection |
|CTPROCESSMONITOR |Reviews, corrects, or overrides pay cycle exceptions |
|CTREPORTMANAGER |Verifies available cash with Treasury |
| |Resets pay cycle or puts payments on hold if necessary |
| |Runs and monitors the execution of the Payment Creation process |
| |Oversees the preliminary warrant production |
| |Runs and monitors the execution of the Payment Generation process|
| | |
| |Executes the check restart process |
| |Executes of the Payment Posting process |
| |Executes the Payment Posting results |
| |Runs and monitors the execution of the Format Positive Pay |
| |process |
| |Runs and monitors the Offset Post process |
Central Payment Warrant Report Processor (OSC, OTT only)
CT CNTRL PYMT WARRANT RPT PRCS
Revised June 1, 2008
|Responsible for running and monitoring the preliminary warrant |Tasks: |
|report | |
| |Runs and monitors the payment warrant reports |
|Permissions | |
|CTAGYGLRVWR | |
|CTCNTRLPAYWRNTRPTPRCS | |
|CTPROCESSMONITOR | |
|CTREPORTMANAGER | |
CNTRL VENDOR APPROVER (CA):
CT CNTRL VENDOR APPROVER (CA)
Revised July 27, 2015
|This role will be granted exclusively to OSC Staff. |Tasks: |
| | |
| |Ensures that a duplicate vendor does not exist. |
|Reviews vendors pending approval. |Ensures the accuracy of fields |
| |Makes edits in order to adhere to the established naming |
| |conventions |
| |Approves vendors |
| |Rejects vendor and notifies originator |
|Permissions |Processes vendor maintenance requests |
|CTCNTRLVNDRAPVR(CA) |Adds vendor conversations |
| |Able to Correct History |
Central Vendor Approver (OSC only)
CT CNTRL VENDOR APPROVER
Revised July 27, 2015
|Responsible for approving and rejecting vendors |Tasks: |
| | |
|Permissions |Reviews vendors pending approval |
|CTCNTRLVNDRAPVR |Ensures that a duplicate vendors do not exist |
| |Reviews/Updates to adhere to established vendor naming |
| |conventions |
| |Rejects vendors based upon requirements and notifies originator |
| |Ensures the accuracy of fields |
| |Approves vendors |
| |Processes vendor maintenance requests |
| |Adds vendor conversations |
| |Reviews/Updates offset vendor information |
| | |
Central Vendor Processor (OSC only)
CT CNTRL OSC VENDOR PROCESSOR
Revised July 1, 2003
|In OSC, responsible for entering, but not approving, new vendors |Tasks: |
|and updating, but not approving, changes to Vendors | |
| |Enters vendors |
|Permissions |Ensures that a duplicate vendor does not exist. |
|CTCNTRLOSCVENDORPRCSR |Ensures accuracy of the fields |
| |Reviews/Updates to adhere to established vendor naming |
| |conventions |
| |Process Vendor Update/Change Requests |
| |Adds vendor conversations |
| |Reviews/Updates offset vendor information |
| |Unable to Correct History |
Central Inactive Vendors
CT CNTRL INACTIVE VENDORS
New October 1, 2011
|This role will be granted exclusively to OSC Staff. |Tasks: |
| | |
|The role is designed to run the Inactivate Vendors process |Process Monitor Access |
|(AP_VNDSTATUS) and view the log file generated by the process. |Maintain Vendors. |
| | |
| | |
|Permissions | |
|CTCNTRLINACTIVATEVNDRS | |
|CTPROCESSMONITOR | |
Asset Management
Asset Management roles are up to date as of February 28, 2017
Agency Asset Physical Inventory Scanner
CT_F_A_PHYS_INVENT_SCNR
Revised February 28, 2017
|Responsible for using Fluid UI Mobile Asset Physical Inventory |Tasks: |
|functionality to perform an inventory using a mobile device, such| |
|as a cell phone or tablet. |Electronically scans Asset Tags |
| |Manually Confirms Asset Tags |
|Permissions |Edits Scan Records |
|CT_F_A_PHYS_INVENT_SCNR |Stages new updates for physical asset information |
|CTAGYASSETVIEWER |Reviews All, Scanned, Remaining Assets |
| |Stages new Assets for approval |
|This role may not be combined with the Agency Asset Processor, |Sends mobile e-mail notifications |
|the Agency Financial Asset Processor, or the Agency Asset |Populates Physical Inventory Interface |
|Physical Inventory Processor roles. |Populates Scan History |
| | |
|Agencies not using the Fluid UI Mobile Asset Physical Inventory | |
|functionality are not to request the Agency Asset Physical | |
|Inventory Scanner role. | |
| | |
|Please refer to the Internal Control Guide on the OSC website, or| |
|contact OSC by email | |
|osc.assets@ or (860) 702-3440 | |
Agency Asset Processor
CT_F_A_ASSET_PRCSR
Revised February 28, 2017
|Responsible for maintaining the asset records in the Asset |Tasks: |
|Management Module. | |
| |Enters assets using Basic Add |
|Permissions |Updates physical asset information |
|CTAGYASSETPROCESSOR |Prints asset information |
|CTAGYVNDRVWR |Copies assets |
|CTAPRVWR |Creates and monitors Parent/Child asset relationships |
|CTGENRCVR |Changes/deletes pending asset transactions |
|CTPOVWR |Consolidates assets |
|CTPROCESSMONITOR |Unitizes assets |
|CTQUERYMANAGER |Runs transaction loader process |
|CTAGYASSETVIEWER |Tracks services and repairs |
| |Creates and maintains asset warranties |
| |Creates and maintains asset maintenance contracts |
| |Updates asset information on receipts |
|This role may not be combined with the Agency Financial Asset |Updates asset information on an approved or dispatched PO |
|Processor, the Agency Asset Physical Inventory Processor, or the |Adds capital leases using Lease Express Add |
|Agency Asset Physical Inventory Scanner roles. | |
| | |
|Please refer to the Internal Control Guide on the OSC website, or| |
|contact OSC by email | |
|osc.assets@ or (860) 702-3440 . | |
Agency Financial Asset Processor
CT_F_A_FIN_ASSET_PRCSR
Revised February 28, 2017
|Responsible for maintaining the asset’s financial information in |Tasks: |
|Core-CT, adjusting financial data on assets and retiring assets. | |
| |Updates useful life on the asset |
| |Adjusts Parent/Child lives |
| |Adjusts in service date |
|Permissions |Adjusts accumulated depreciation |
|CTAGYFINASSETPROCESSOR |Performs financial adjustments |
|CTAGYVNDRVWR |Recategorizes existing assets |
|CTAPRVWR |Adjusts chartfields |
|CTGENRCVR |Transfers assets |
|CTPOVWR |Updates capital lease information |
|CTPROCESSMONITOR |Creates lease expense schedule |
|CTQUERYMANAGER |Retires assets |
|CTAGYASSETVIEWER |Reinstates assets |
| |Creates CAP types |
|This role may not be combined with the Agency Asset Processor, |Creates asset classes |
|the Agency Asset Physical Inventory Processor, or the Agency |Creates and monitors acquisition plans |
|Asset Physical Inventory Scanner roles. | |
| | |
|Please refer to the Internal Control Guide on the OSC website, or| |
|contact OSC by email | |
|osc.assets@ or (860) 702-3440 | |
Agency Asset Physical Inventory Processor
CT_F_A_PHYS_INVENT_PRCSR
Revised February 28, 2017
|Responsible for performing the physical inventory process which |Tasks: |
|includes preparing the necessary files in the Asset Management | |
|Module and may conduct the actual count of assets using a scanner|Creates Schedules |
|or using the manual process. |Defines Extracts |
| |Defines Scan Scopes |
|Permissions |Defines Inventory Occurrences |
|CT_F_A_PHYS_INVENT_PRCSR |Load/Match/Reconcile Processes |
|CTPROCESSMONITOR |Verifies Duplicate Tags |
| |Verifies Duplicate Serial ids |
|This role may not be combined with the Agency Financial Asset |Verifies Scan Data |
|Processor, the Agency Asset Processor, or the Agency Asset |Reviews/Updates Match Results |
|Physical Inventory Scanner roles. |Reviews Extract Data |
| |Reviews Inventory History |
|Please refer to the Internal Control Guide on the OSC website, or|Runs Physical Inventory Reports |
|contact OSC by email |Views asset financial and physical detail information |
|osc.assets@ or (860) 702-3440 | |
Agency Asset Management Viewer / Report Maker
CT_F_A_ASSET_VIEWER
Revised September 11, 2012
|Responsible for using Core-CT delivered inquiries and reports to |Tasks: |
|satisfy the varied business needs of the agency | |
| |Runs Asset Management reports |
|Permissions |Views asset financial and physical detail information |
|CTAGYASSETVIEWER |Reviews accounting entries and depreciation history |
|CTAGYVNDRVWR |Reviews cost/depreciation activity |
|CTAPRVWR |Reviews cost history and accounting entries for financial assets |
|CTPOVWR |and leases |
|CTPROCESSMONITOR |Runs Capital asset query to identify assets in PO |
| |Runs Controllable Asset query to identify controllable assets in |
| |PO |
Central Asset Management
Asset Management roles are up to date as of July 15, 2010
Central Asset Processor (OSC only)
CT CNTRL ASSET PROCESSOR
Revised July 15, 2010
|Responsible for all asset management processes |Tasks: |
| | |
|Permissions |All of the tasks assigned to the Agency Asset Processor and |
|CTAGYVNDRVWR |Agency Financial Asset Processor and Agency Physical Inventory |
|CTAPRVWR |Processor |
|CTCNTRLASSETPROCESSOR |Processes mass changes |
|CTPOVWR |Reviews and verifies agency cost history and accounting entries |
|CTPROCESSMONITOR |Runs depreciation and accounting entry creation |
| |Archives asset records |
| |Creates and posts Asset Management journals |
| |Runs asset reports for all agencies |
| |Creates Maintenance Types |
Agency Inventory
Inventory roles are up to date as of May 26, 2015
Agency Inventory Processor
CT AGY INV PROCESSOR
Revised July 14, 2010
|Responsible for maintaining Business Unit item attributes and |Tasks: |
|storage locations, conducting limited putaway processing, and | |
|completing some inventory maintenance processing. |Maintains Business Unit item information |
| |Maintains storage locations (including storage areas, levels, |
|Due to segregation of duties, the Agency Inventory Processor role|default putaway locations and default picking locations) |
|may only be combined with the Agency Inventory Reviewer role and |Reviews and corrects Inventory item putaway staging information |
|the Agency Inventory MSR Creator role. |Prints and reviews putaway plan |
| |Enters stockroom feedback |
|Permissions |Completes putaway |
|CTAGYINVPROCESSOR |Enters Express Putaway |
|CTPOVWR |Performs bin to bin transfers |
|CTPROCESSMONITOR |All of the tasks assigned to the Purchasing Module Viewer (in |
| |particular, views Inventory items loaded by Catalog Management) |
| |Reviews fulfillment information: Fulfillment Status, InterUnit |
| |Stock Status, and Stock Request information |
Agency Inventory Reviewer
CT AGY INV REVIEWER
Revised July 14, 2010
|Responsible for using Core-CT delivered inquiries and reports to |Tasks: |
|satisfy the varied business needs of the agency | |
| |Uses inquiries to review Inventory information to support |
|Responsible for viewing Inventory information, has view only |business functions of the unit |
|access to many of the tasks. |Runs Inventory management reports |
| |Runs the Manual Replenishment report |
|Users with this role are also assigned EPM access in order to |Views Inventory Business Unit transaction information |
|query Inventory reporting tables |Views putaway information |
| |Views Inventory maintenance information |
|The Agency Inventory Reviewer role will be automatically given to|Views Business Unit item, storage area, and storage location |
|all Inventory Module users. |setup information |
| |Views items removed from the storage area |
|Permissions | |
|CTAGYINVREVIEWER | |
|CTPROCESSMONITOR | |
| | |
Agency Inventory Adjuster
CT AGY INV ADJUSTER
Revised July 14, 2010
|Responsible for performing inventory counts and making |Tasks: |
|adjustments to Inventory, as necessary. | |
| |Sets up the physical inventory processes |
|Due to segregation of duties, the Agency Inventory Adjuster may |Makes adjustments to Inventory |
|only have the Agency Inventory Reviewer, Agency Inventory | |
|Financial Processor and Agency Inventory MSR Creator roles. | |
| | |
|Please note that adjustments are only used to decrease Inventory.| |
| | |
| | |
|Permissions | |
|CTAGYINVADJUSTER | |
|CTPROCESSMONITOR | |
| | |
Agency Inventory MSR Creator
CT AGY INV MSR CREATOR
Revised July 14, 2010
|Responsible for creating Material Stock Requests |Tasks: |
| | |
|The Agency Inventory MSR Creator role may not be combined with |Creates Inventory Demand by entering Material Stock Requests |
|the Agency Inventory MSR Approver, Agency Inventory MSR |(which include InterUnit stock requests) |
|Processor, or the Agency Inventory Express Issuer role. | |
| | |
|Permissions | |
|CTAGYINVMSRCREATOR | |
|CTPROCESSMONITOR | |
| | |
Agency Inventory MSR Processor
CT AGY INV MSR PROCESSOR
Revised July 14, 2010
|Responsible for updating Material Stock Requests (MSRs) and then |Tasks: |
|conducting most of demand fulfillment processing (with the | |
|exception of MSR approval) |Updates unfulfilled stock requests and cancels/holds stock |
| |requests |
|The Agency Inventory MSR Processor role may only be combined with|Performs and monitors Inventory reservations process, corrects |
|the Agency Inventory MSR Approver role. |reservation errors |
| |Performs and monitors Inventory picking process; which includes |
|Permissions |printing and reviewing the picking plan, entering picking |
|CTAGYINVMSRPROCESSOR |feedback, confirming picking information, and entering picking |
|CTPROCESSMONITOR |adjustments |
| |Performs and monitors Inventory shipping process (prints packing |
| |slip) |
| |Reviews fulfillment information: Fulfillment Status, InterUnit |
| |Stock Status, and Stock Request Information |
| |Monitors Inventory depletion |
Agency Inventory MSR Approver
CT_F_A_INV_MSR_APPROVER
Revised May 26, 2015
|Responsible for approving stock requests |Tasks: |
| | |
|The Agency Inventory MSR Approver may only be combined with the |Approves Material Stock Requests |
|Agency Inventory MSR Processor or Agency Inventory Financial | |
|Processor | |
| | |
|Permissions | |
|CTAGYINVAPPROVER | |
|CTPROCESSMONITOR | |
Agency Inventory Express Issuer
CT AGY INV EXPRESS ISSUER
Revised July 14, 2010
|Responsible for creating Express Issue stock requests to fulfill |Tasks: |
|inventory demand | |
| |Creates Inventory Demand by entering Express Issue stock requests|
|The Agency Inventory Express Issuer role may only be combined |(which include InterUnit stock requests) |
|with the Agency Inventory Reviewer role. | |
| | |
|Permissions | |
|CTAGYINVEXPRESSISSUER | |
|CTPROCESSMONITOR | |
Agency Financial Inventory Processor
CT AGY INV FIN PROCESSOR
Revised July 14, 2010
|Monitors Inventory Accounting lines so that the Core-CT General |Tasks: |
|Ledger can be updated with this information. Prepares the CO-59 | |
|(requires EPM access). It is recommended that users with this |Reviews and corrects Inventory transaction costing and accounting|
|role are also assigned EPM access in order to query Inventory |line transactions |
|reporting tables. |Runs the queries for the CO-59 |
| | |
|Requires the Agency GL Reviewer role to allow users to upload | |
|spreadsheet journals to Core-CT in order to update the General | |
|Ledger with accounting line transaction information. | |
| | |
|The Agency Financial Inventory Processor role can have the Agency| |
|Inventory MSR Approver or the Agency Inventory Adjuster roles. | |
| | |
| | |
|Permissions | |
|CTAGYINVFINPROCESSOR | |
|CTPROCESSMONITOR | |
| | |
DOT MIN/MAX REPORTER
CT_F_A_DOT_MINMAX
Revised July 25, 2013
|Responsible for running the DOT MIN/MAX Inventory Report. |Tasks: |
| | |
|For DOT, access to this report/process must be restricted to |Runs the DOT min/Max Inventory Report. |
|Field Supervisors and Managers. | |
| | |
|Permissions | |
|CT_F_A_DOT_MINMAX | |
Central Inventory
Inventory roles are up to date as of November 25, 2009.
Central Inventory Financial Processor (OSC Only)
CT CNTRL INV FIN PROCESSOR
Revised November 25, 2009
|Responsible for using the Inventory CO-59 EPM query to validate |Tasks: |
|CO-59 data submitted by agencies on an as needed basis | |
| |Runs Inventory queries using EPM |
|Capable of running Inventory EPM queries for all agencies | |
| | |
|Users with this role must also be assigned EPM access | |
| | |
|The Central Inventory Financial Processor role is systematically | |
|combined with the Agency Inventory Reviewer role | |
| | |
|Permissions | |
|CTCNTRLINVFINPROCESSOR | |
|CTPROCESSMONITOR | |
| | |
| | |
Customer Contracts
Customer Contracts roles are up to date as of June 1, 2008
Agency CA Change Bill Status
CT AGY CA CHANGE BILL STATUS
Revised June 1, 2008
|Responsible for changing the status of bills as applicable. |Tasks: |
|This role will be assigned exclusively to Customer Contract | |
|Billing users working in Project Costing agencies. |Changes the status of a group of bills from “New” to “Ready”, or |
| |another bill status as applicable. |
|Permissions | |
|CTAGYCASTSCHG | |
|CTREPORTMANAGER | |
Agency CA DOT FHWA Billing
CT AGY CA DOT FHWA
Revised June 1, 2008
|Responsible for processing Federal Highway Interface |Tasks: |
|transactions. | |
| |Extract Federal Highway Interface Billing transactions |
|Permissions | |
|CTAGYCADOTFHWA | |
|CTRUNCTLBI052 | |
Agency CA DOT Processor
CT AGY CA DOT PROCESSOR
Revised June 1, 2008
|Responsible for approving projects |Tasks: |
| | |
|Permissions |Approves projects based on a hierarchy for a project type and |
|CTAGYCADOTPROCESSOR |related event |
Agency CA Processor
CT AGY CA PROCESSOR
Revised June 1, 2008
|Responsible for creating, updating and viewing Customer |Tasks: |
|Contracts. | |
| |Enters, Amends and Maintains Customer Contracts online including:|
|Permissions |Contract Header |
|CTAGYCAPROCESSOR |Line |
| |Terms |
| |Related Projects |
| |Billing Options |
| |Contract Notes |
| |Updates Customer Contract Terms including: |
| |Related Projects |
| |Funded & Awarded Amounts (If applicable) |
| |Rate Sets |
| |Transaction Limits (If applicable) |
| |Reviews summary Customer Contract Information |
| |Reviews Revenue Plans |
| |Views Customer Contract attributes: |
| |Accounting Distributions |
| |Revenue Information |
| |Reviews Billing Plans |
| |Reviews and updates Customer Contracts attributes: |
| |Customer Contract Limits |
| |Amendments |
| |Notes |
| |Projects and Activities |
| |Customer Contract summary information |
| |Runs Costumer Contract report |
| |Limit amount |
Agency CA Viewer and Report Maker
CT AGY CA VIEWER_REPORT MAKER
Revised June 1, 2008
|Responsible for reviewing Customer Contract information and |Tasks: |
|running Customer Contract reports. | |
| |Views Customer Contract information |
|Permissions |Runs all Customer Contract reports |
|CTAGYCAVIEWER_REPORTMAKER |Runs queries |
|CTPROCESSMONITOR | |
|CTREPORTMANAGER | |
Project Costing
Project Costing roles are up to date as of June 1, 2008
Agency PC Asset Specialist
CT AGY PC ASSET SPECIALIST
Revised June 1, 2008
|Responsible for reviewing Project Assets information. |Tasks: |
| | |
|Permissions |Enters and maintains Project Asset Integration Rules |
|CTAGYPCASSETSPEC |Creates/adjusts Infrastructure Assets utilizing: |
| |Express Asset Definition |
| |Define Assets |
| |Review Assets |
| |Integration Summary and Detail |
| |Views agency configured express asset filter criteria |
Agency PC Configurator
CT AGY PC CONFIGURATION
Revised June 1, 2008
|Responsible for updating Project Trees. |Tasks: |
| | |
|An Agency may have only three employees assigned to this role. |Maintains Agency Project trees via Tree Manager or Project |
|Written justification for every assigned User must be submitted |Definition page |
|to the CORE-CT Project Costing Module Lead for approval. | |
| | |
|Permissions | |
|CTAGYPCCONFIGURATION | |
Agency PC DOT Configuration
CT AGY PC DOT CONFIGURATION
Revised June 1, 2008
|Responsible for reviewing and updating DOT configuration page. |Tasks: |
| | |
|Permissions |Adds and updates Configuration for the DOT page for the following|
|CTAGYPCDOTCONFIGURATION |Advertiser Types |
| |Air Quality Conformity Types |
| |Environmental Classes |
| |FHWA Improvement Types |
| |FTA Regions |
| |Functional Classifications |
| |DOT Improvement Types |
| |MTP Status Types |
| |STIP Status Types |
| |Transportation Modes |
| |Urban Area Codes |
Agency PC DOT Division Head
CT AGY PC DOT DIVISION HEAD
Revised June 1, 2008
|Responsible for approving projects. |Tasks: |
| | |
|Permissions |Approves projects based on a hierarchy for a project type and |
|CTAGYPCDOTDIVISIONHEAD |related event. |
Agency PC DOT Financial Administrator
CT AGY PC DOT FINANCIAL ADMIN
Revised June 1, 2008
|Responsible for creating, updating and viewing Project related |Tasks: |
|information. | |
| |Enters and maintains projects online including: |
|Permissions |General Information |
|CTAGYPCDOTFINANCIALADMIN |Justification |
| |User Fields |
| |Approves projects based on a hierarchy for a project type and |
| |related event. |
| |Ability to update project activities |
| |Ability to copy an existing Project |
Agency PC DOT Page
CT AGY PC DOT PAGE
Revised June 1, 2008
|Responsible for entering project information on the DOT page. |Tasks: |
| | |
|Permissions |Defines specific DOT Project information |
|CTAGYPCDOTPAGE | |
Agency PC DOT Planning Director
CT AGY PC DOT PLANNING DIRECTR
Revised June 1, 2008
|Responsible for approving projects. |Tasks: |
| | |
|Permissions |Approves projects based on a hierarchy for a project type and |
|CTAGYPCDOTPLANINGDIRECTOR |related event. |
Agency PC DOT Project Manager
CT AGY PC DOT PROJ MANAGER
Revised June 1, 2008
|Responsible for creating, updating and viewing DOT Project |Tasks: |
|related information. | |
| |Enters and maintains projects online including |
|Permissions |General Information |
|CTAGYPCDOTPROJECTMANAGER |Location |
|CTAGYPCDOTPROJMGRLOCAT |Phases |
| |Justification |
| |User Fields |
| |Team Members |
| |Activities |
| |Approves projects based on a hierarchy for a project type and |
| |related event. |
| |Ability to copy an existing Project |
Agency PC DOT Project Specialist
CT AGY PC DOT PROJ SPECIALIST
Revised June 1, 2008
|Responsible for approving projects. |Tasks: |
| | |
|Permissions |Approves projects based on a hierarchy for a project type and |
|CTAGYPCDOTPROJECTSPECIALIST |related event. |
Agency PC DOT Unit Head
CT AGY PC DOT UNIT HEAD
Revised June 1, 2008
|Responsible for approving projects. |Tasks: |
| | |
|Permissions |Approves projects based on a hierarchy for a project type and |
|CTAGYPCDOTUNITHEAD |related event. |
Agency PC DOT Viewer and Report Maker
CT AGY PC DOT VIEWER RPT MAKER
|Responsible for reviewing Project information and running Project|Tasks: |
|reports. | |
| |Views Project attributes |
|Permissions |Views Activity attributes |
|CTAGYPCDOTVIEWER_RPTMAKER |Views transactional data relating to Billing Inquiries, Accounts |
|CTPROCESSMONITOR |Payable and Purchase Orders |
|CTREPORTMANAGER |Views Customer Contract Information |
| |Views the DOT page |
| |Runs Project Reports |
| |Runs Project Inquiries |
| |Reviews Project details and summary costs |
| |Views Project Third Party Integration |
| |Reviews accounting entries that are sent to General Ledger |
| |Runs Flexible Analysis |
| |Specifies personalized preferences |
| |Views Set up Financials Project Costing agency configuration |
| |Views allocation information such as Type, Pool, and Target |
Agency PC Processor
CT AGY PC PROCESSOR
Revised June 1, 2008
|Responsible for creating and updating Project related |Tasks: |
|information, including Project Activity information | |
| |Enters and maintains Projects online including: |
|Permissions |General information |
|CTAGYPCDOTPROJMGRLOCAT |Location |
|CTAGYPCPROCESSOR |User Fields |
| |Activities |
| |Project Team Members |
| |Project status |
| |Ability to copy an existing Project |
| |Enforce Team Functionality |
Agency PC Upload
CT AGY PC UPLOAD
Revised June 1, 2008
|Responsible for running the Upload process. |Tasks: |
| | |
|Permissions |Runs Project Transactions upload processes |
|CTAGYPCUPLOAD |Reviews results of the upload |
| |Views Third Party Integration |
| |Corrects any errors associated to the upload |
Agency PC Viewer and Report Maker
CT AGY PC VIEWER_REPORT MAKER
Revised June 1, 2008
|Responsible for reviewing Project information and running Project|Tasks: |
|reports | |
| |Views Project attributes |
|Permissions |Views Activity attributes |
|CTAGYPCVIEWER_REPORTMAKER |Views transactional data relating to Billing Inquiries, Accounts |
|CTPROCESSMONITOR |Payable and Purchase Orders |
|CTREPORTMANAGER |Views Customer Contract Information |
| |Runs Project Reports |
| |Runs Project Inquiries |
| |Reviews Project details and summary costs |
| |Views Project Third Party Integration |
| |Reviews accounting entries that are sent to General Ledger |
| |Runs Flexible Analysis |
| |Specifies personalized preferences |
| |Views Set up Financials Project Costing agency configuration |
| |Views allocation information such as Type, Pool, and Target |
Agency PC Tree Viewer
CT AGY PC TREE VIEWER
Revised June 1, 2008
|This role is for Project Costing Agencies only. It gives the |Tasks: |
|ability to view the project trees. | |
| |Views project trees in EPM |
|This role is exclusive to EPM for the Project Module agencies | |
|only. It gives view only page access to all trees. | |
| | |
|Permissions | |
|None | |
Grants
Grants Management Central Configuration (OSC Only)
CT_F_C_GM_CENTRALCONFIG
New March 26, 2018
|Role is for Central Core-CT staff and the OSC users that are |Tasks: |
|responsible for configuring and maintaining configurations etc. |Configure and maintain all values for overall configurations |
|for the Grants Management module. |(BUs, Rate Sets, F&A Tree, etc) in Grants, and any associated |
| |configurations within Contracts and Project Costing |
|Permissions | |
|CT_F_C_GM_CENTRALCONFIG | |
Grants Management Agency Configuration
CT_F_A_GM_AGENCYCONFIG
New March 26, 2018
|Role is for Agency users that are responsible for configuring and|Tasks: |
|maintaining additional values in the Grants Management module, |Configure and maintain agency-level values (proposal keywords, |
|specific to a user’s agency. |budget items, institution profiles, etc) for specific agency |
| |configurations in the Grants module |
|Permissions | |
|CT_F_A_GM_AGENCYCONFIG | |
Grants Management Agency Approver
CT_F_A_GM_APPROVER
New March 26, 2018
|Role is for Agency staff with the ability to approve proposals at|Tasks: |
|the final stage, generate awards and finalize project budgets |Approving proposals |
|within the Grants module. |Generating awards |
| |Finalizing project budgets |
|Role must have grant security access to view Agency-wide | |
|department information. | |
| | |
|Permissions | |
|CT_F_A_GM_APPROVER | |
Grants Management Agency Processor
CT_F_A_GM_PROCESSOR
New March 26, 2018
|Role is for Agency staff with the ability to create a proposal |Tasks: |
|within the Grants module. |Responsible for creating a proposal and entering other grant |
| |related data in post-award (ie, entering Chartfield values for |
|Role must have grant security access to view department-wide |budget periods, modifying project budgets, etc) within the Grants|
|information. |module |
| | |
|Permissions | |
|CT_F_A_GM_PROCESSOR | |
Grants Management Agency Viewer
CT_F_A_GM_VIEWER
New March 26, 2018
|Role is for Agency staff with the ability to view reports and |Tasks: |
|high level information within the Grants module. |View proposal, project, award and grant queries within the Grants|
| |module |
|Permissions | |
|CT_F_A_GM_VIEWER | |
Cross Functional
Cross Functional roles are up to date as of October 16, 2015
Agency Financials Security Liaison
CT AGY FINANCIALS SEC LIAISON
Revised June 1, 2008
|Responsible for monitoring all authorized access to the Core-CT |Tasks: |
|Financials application assigned to their agency personnel, and | |
|acting as point of contact for the Core-CT application Security |Requesting new access |
|Team for all agency Core-CT security matters |Requesting deletion of access immediately upon the notice of an |
| |employee’s termination, retirement, transfer to another |
|Permissions |department / agency (See CT_CO1092_LIAISON role) |
|CTAGYFINANCIALSSECLIAISON |Create reports to ensure/verify security is in place for agency |
|CTFINLIAISONVIEWER |users and are correctly set up |
| |Contacting Core-CT’s Application Security Team with any questions|
| |and/or problems regarding user id’s, passwords, or access |
| |Reviewing each user’s access and restrict that access where the |
| |access is incompatible with the user job description or change in|
| |responsibility within the agency |
| |Maintain Confidentiality of user id’s and passwords |
| |Enforce that user id’s and passwords are not attached to |
| |terminals, desk tops, or located where accessible to unauthorized|
| |personnel |
| |Enforce that passwords are changed immediately if the employee |
| |suspects that the security of his or her password has been |
| |breached |
| |All new, change, or delete requests are submitted via Agency |
| |Application Security Request Form (See CT_CO1092_LIAISON role) |
Agency Refund Vendor Approver (OTTIU Staff Only)
CT AGY REFUND VENDOR APPROVER
Revised August 6, 2015
|Responsible for approving one time vendors |Tasks: |
|Responsible for Correcting Vendor information | |
| |Approve one time vendors |
|This role will be given to OTTIU staff only. OSC approval must |Run Payment Aging by Vendor |
|be granted before expanding this role to other Agencies. |Run Payment Aging by Bank |
| |Run Payment Hist by Pymnt Method |
| |Run Payment Register by Payment |
|Permissions |Correct Vendor Information |
|CTAGYREFUNDVNDRAPVR | |
CT Security Liaison
CT SECURITY LIAISON
Revised December 29, 2011
| |Tasks: |
|Grants liaisons the ability to reset passwords, lock out user |Reset passwords in Core-CT for valid users and securely notify |
|accounts, update email addresses, monitor system profile setup |users of temporary passwords |
| |Lock out user account access immediately upon the notice of an |
| |employee’s termination, retirement, transfer to another |
|Permissions |department/agency |
|CTSECLIAISON |Enforce users to set up their system profile in order to utilize |
| |the automated password reset feature |
| |Update user email address if incorrect or missing |
| |Contacting Core-CT’s Application Security Team with any questions|
| |and/or problems regarding user id’s, passwords or access |
| |Maintain confidentiality of user id’s and passwords |
| |Enforce that user id’s and passwords are not shared, attached to |
| |terminals, desk tops, or located where accessible to unauthorized|
| |personnel |
| |Enforce that passwords are changed immediately if the employee |
| |suspects that the security of his or her password has been |
| |breached |
CO-1092 Security Liaison
CT_CO1092_LIAISON
|Responsible for creating and managing online CO-1092 Security |Tasks: |
|Requests. | |
| |Requesting new access |
|Permissions |Requesting changes to existing access |
|CTCO1092_LIAISONS |Requesting deletion of access immediately upon the notice of an |
| |employee’s termination, retirement, transfer to another |
| |department / agency |
CO-1092 Approving Manager
CT_CO1092_APPRV_MGR
|This role to be granted to managers who approve CO-1092 |Tasks |
|Security Request. This role must be granted to a manager to |Approve or deny requests for new or changed access |
|be selected as an Approving Manager in the CO-1092 Security | |
|Request form. | |
| | |
|Permissions | |
|CTCO1092_MGR | |
Agency Vendor Viewer
CT AGY VENDOR VIEWER
Revised June 1, 2008
|Responsible for viewing vendor information |Tasks: |
| | |
|Permissions |Views vendor information |
|CTAGYVNDRVWR |Reviews payment information for vendors |
| |Views vendor conversations |
Auditor of Public Accounts Viewer
CT AUDITOR PUBLIC ACCT VIEWER
Revised June 1, 2008
|Responsible for accessing all Core-CT modules |Tasks: |
| | |
|Permissions |Accesses all Core-CT modules with view only ability |
|CTAUDITORFUNCVIEWER | |
|CTPROCESSMONITOR | |
|CTQUERYVIEWER | |
|CTREPORTMANAGER | |
Auditor of Public Accounts Technical Viewer
CT AUDITOR PUB ACCT TECH VIEW
Revised June 1, 2008
|Responsible for advanced auditor access to all Core-CT modules |Tasks: |
| | |
|Permissions |Run GL reports |
|CTAUDITORTECHVIEWER |Maintain projects |
|CTPROCESSMONITOR |Administer Security |
|CTQUERYMANAGER |Define Banks/Counterparties |
|CTREPORTMANAGER |Define Options |
| |Design ChartFields |
| |Establish Business Units |
| |Maintain Ledgers |
| |Review Financial Information |
| |Structure Inventory |
| |Structure Procurement Options |
| |Tree Manager |
| |Workflow Administrator |
| |Process Requests |
| |Query Manager |
| |Query Viewer |
| |Schedule Query |
| |Scheduled Query |
| |Report Index |
| |Report Manager |
DSS Medicade Auditor (DSS Only)
CT_F_DSS_MEDICADE_AUDITOR
Revised June 4, 2014
|DSS Internal Audit for statewide Medicaid auditing. |Tasks: |
| | |
|Inquiring on Medicaid payments for other social service agencies |Run GL reports |
| |Run AP reports |
|Permissions |Run PO reports |
|CTAGYGLRVWR |Run Vendor reports |
|CTAGYVNDRVWR |Process Monitor |
|CTAPRPTMKR | |
|CTPORPTMKR | |
|CTPOVWR | |
|CTVCHRVWR | |
|CTVNDRRPTMKR | |
|CTPROCESSMONITOR | |
| | |
Central Bank Reconciliation Analyst – AR/AP (OSC & OTT Only)
CT CNTRL BANK RECON ANALYST
Revised June 1, 2008
|Responsible for the automated reconciliation process, including |Tasks: |
|loading and processing the automated central bank transactions, | |
|correcting errors, recommending correcting journal entries and |Verifies that the bank transaction files are loaded successfully |
|analyzing bank reconciliation information |and has a status of “Loaded” |
| |Verifies that the automatic reconciliation process has run |
|Permissions |successfully |
|CTAGYGLRVWR |Matches bank transactions with system transactions using the |
|CTCNTRLBANKRCNANALYST |Semi-Manual reconciliation process |
|CTPROCESSMONITOR |Enters/corrects bank transactions not included in the bank |
|CTQUERYVIEWER |download |
|CTREPORTMANAGER |Enters missing agency location codes that were not included in |
| |the bank download |
| |Enters transactions between zero balance accounts and |
| |funding/recipient bank accounts |
| |Runs queries for deposits and enters the agency location code |
| |into the daily bank statement |
| |Able to match bank debits/credits that do not relate to |
| |individual agency transactions |
| |Enters buy/sell of investments into the system |
| |Analyzes the need for manual journal entries to complete the bank|
| |reconciliation process |
| |Advises GL of the need for a journal entry |
| |Runs and analyzes various reports related to the results of the |
| |bank reconciliation process |
Speedchart Maintainer
CT SPEEDCHART MAINTAINER
Revised June 1, 2008
|Responsible for overseeing agency SpeedCharts and SpeedTypes |Tasks: |
| | |
|Permissions |Reviews SpeedChart submissions from the PO, AP, and AR staff and |
|CTAGYGLRVWR |reviews SpeedType submissions from the GL staff |
|CTPROCESSMONITOR |Approves SpeedChart and SpeedType submissions |
|CTREPORTMANAGER |Distributes approved SpeedCharts and SpeedTypes to all Agency |
|CTSPEEDCHRTMNTR |users |
| |Inactivates SpeedCharts and SpeedTypes |
Vendor Report Maker
CT VENDOR REPORT MAKER
Revised June 1, 2008
|Responsible for running vendor reports |Tasks: |
| | |
|Permissions |Runs vendor reports |
|CTPROCESSMONITOR | |
|CTREPORTMANAGER | |
|CTVNDRRPTMKR | |
Agency One Time Vendor Processor
CT AGY ONETIME VENDOR PROCR
Revised October 16,2015
|Responsible for creating one time vendors |Tasks: |
| | |
|Permissions |Vendor Information |
|CTCNTRLOSCVENDORPRCSR |Withhold Payment Inquiry |
| |Able to Correct History |
Agency One Time Vendor Approver
CT AGY ONETIME VENDOR APPROVER
Revised June 1, 2008
|Responsible for approving one time vendors |Tasks: |
| | |
|Permissions |Approve one time vendors |
|CTCNTRLVNDRAPVR |Run Payment Aging by Vendor |
| |Run Payment Aging by Bank |
| |Run Payment Hist by Pymnt Method |
| |Run Payment Register by Payment |
EPM Only
EPM roles are updated as of July 10, 2013
EPM Private
CT EPM PRIVATE
|Access to Create Private Queries |Tasks: |
| | |
|Permissions |Generate Private queries in EPM Query Manager on HRMS or |
|CTEPMPRIVATE |Financial data the user has access to |
EPM Public
CT EPM Public
|EPM Superuser – Access to create Public Queries |Tasks: |
| | |
|Permissions |Create Public queries in EPM Query Manager on HRMS or Financial |
|CTEPMPUBLIC |data for public use in an agency |
| |Maintain Public queries for an agency or department |
| |Generate Private queries in EPM Query Manager on HRMS or |
| |Financial data the user has access to |
EPM HR Budget Reporting
CT_E_HR_BUDGET_REPORTING
New December 1, 2009
|This role will provide EPM only access to non-sensitive HR data |Tasks: |
|to financial users to fulfill HR Budget reporting. | |
| |EPM only - no HRMS access is granted with this role. |
|**Requirements: |Runs reports around position, job payroll, and time and labor |
| |data |
|1. The duties of the staff member requesting the role must | |
|include agency budget preparation. | |
| | |
|2. The role must be approved by agency HR department. | |
| | |
|3. The appropriate row level security must be requested at the | |
|same time the role is requested. | |
| | |
|Permissions | |
|CT_E_HR_BUDGET_REPORTING | |
| | |
|Reporting Tables: | |
|CTW_POSITION | |
|CTW_DET_PAYROLL | |
|CTW_PAY_EARNS | |
|CTW_PAYTIME_TBL | |
EPM Internal Service (Revolving) Fund Reporting (‘S1’ Business Units – DAS, ITD, DOC, OSC)
CT_E_APBUS1REPORTING
New January 14,2011
|This role will provide EPM only access to a specialized view, |Tasks: |
|CTW_VCHRPO_VW, and will only be accessible to staff of agencies | |
|with Internal Service Funds; Department of Administrative |EPM only |
|Services, Department of Correction, Department of Information | |
|Technology and centrally to the Office of the State Comptroller. |Runs accounts payable reports that may include scenarios where |
| |the AP and PO business Units differ (ex: PO BU = M1, AP BU = S1).|
|**Requirements: | |
| | |
|1. The duties of the staff member requesting the role must | |
|include agency accounts payable reporting. | |
|2. The pre-requisite to assigning this new role is the user must | |
|have access to both the agency M1 and S1 business units. | |
| | |
|Permissions | |
|CT_E_AP_BU_S1_REPORTI | |
| | |
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